Administrative Assistant Status: Permanent full time | In-Person

Location: Unit 70, 2121 29 Street NE, Calgary, AB

Viewpoint is the leading provider of high quality, defensible independent medical assessments. We are Canada’s largest IME company, delivering timely access to an extensive network of over 1,700 experienced and well-credentialed medical, psychological, and allied health professionals in over 300 physical locations across the country. With this breadth of coverage, we maintain overall service quality, accuracy and consistency while catering to the geographical needs of our clients.

Our clients cross a diverse range of sectors, including life and health insurers, property and casualty insurers, the legal community, employers and government organizations. Our strength lies in the foundation of excellence in service delivery that we provide, as well as our ability to work in close partnerships with our customers and assessors.

The Administrative Assistant is responsible for fostering a strong relationship between the clinic and its clients, as well as staff, funders and referral sources. This is achieved by efficiently providing administrative support and coordinating clinic activity with friendly, enthusiastic and professional service. The Administrative Assistant will be responsible for being the first point of contact when clients enter the clinic and provide support to them as needed.

DUTIES & RESPONSIBILITIES:

• Main responsibility is to complete reminder calls as per our service level agreement with our customers; the calls are to confirm examinees’ attendance to upcoming assessments

• Reception coverage that entails the following responsibilities:

• Greeting assessors, examinees, and visitors and offering assistance to ensure highest level of customer service

• Ensure that examinees are promptly checked in, assessors are notified, and all appropriate service forms (consent form, summary form, etc.) are completed and signed and witnessed; photo ID check must be completed for all assessments and type of photo ID indicated on the consent form

• Calling scheduled transportation for examinees, where applicable

• Notify all appropriate parties of changes to appointments and any changes to the schedule

• Provide support to staff and management, including handling correspondence, preparing and sending letters/packages

• Answer phone calls promptly in a professional and welcoming manner; redirect phone calls to appropriate recipients, monitor calls on hold, transfer callers to voicemail where appropriate

• Acquire appropriate level of knowledge regarding facility and procedures/processes to direct calls to the appropriate team or team member and to be able to provide information on general enquiries

• Maintain the highest level of privacy of personal information and personal health information

• Monitor a centralized mailbox and assign incoming requests to appropriate team members.

• Prepare and maintain examinee medical charts for intake and assessments

• Clean disinfect, and prepare examination rooms according to clinic protocols

• Data entry

• Manage incoming and outgoing mail and couriers

• Performing cross-functional responsibilities as assigned, or requested, performing other duties related to the job classification, as required

Qualifications

• Relevant post secondary/community college education
• 3 years’ experience working in a client service or administrative position, ideally within the insurance/health care environment
• Proficient computer efficiency (Microsoft Office, Outlook, Internet, Adobe Acrobat)
• Solid and effective verbal and written communication skills
• Ability to be resourceful and proactive in dealing with issues that may arise
• Ability to organize, multitask, prioritize and work under pressure

Inclusion

We are committed to creating an inclusive environment where people from all backgrounds can thrive. Improving inclusion and equity is a collective responsibility. Lifemark promotes equal employment opportunities for all job applicants, including but not limited to those self-identifying as a member of the employment equity groups: Indigenous peoples, Newcomers to Canada, Women, and Visible minorities.

Accommodation

Accommodations are available on request for all candidates taking part in any aspect of the recruitment and selection process. Email us at talent at lifemark.ca