The Medical/Main Receptionist provides reception support to clients and visitors to Carlington CHC. This role supports staff across the centre and serves as a key member of the integrated health services team by facilitating client access to services in a professional, courteous manner, promoting the Centre’s client-centred approach to care. The Medical/Main Receptionist operates and maintains appointment scheduling and electronic chart management systems in support of clinical and administrative workflows.

Medical Reception Services

• Responds to incoming calls to Primary Care, taking messages, setting up appointments with practitioners or referring to the nurse or other Primary Care staff as appropriate.

• Greets incoming clients or visitors, provides accurate information in response to inquiries. Obtains necessary client’s documentation to facilitate data entry.

• Maintains a general awareness of the flow of clients and their waiting times, and may prepare clients for their appointments.

• Completes necessary client registration documentation, ensuring accurate entry into the electronic medical record (EMR)

• Records and routes lab and diagnostic reports to the appropriate provider through the electronic medical record (EMR).

• Support IHS management with unplanned absences monitoring schedule and inboxes coordination when required and notifies clients with early appointments if cancellations are necessary.

General/Main Reception Duties

• Greet, inform, and direct clients to programs and activities offered across the Centre.

• Maintains a general awareness of the flow of clients and their waiting times.

• Receives and securely routes incoming clinical and administrative faxes in accordance with PHIPA and Centre privacy policies.

• Receives, sorts, and distributes incoming administrative and clinical mail in accordance with confidentiality and privacy requirements.

• Initiates Centre-approved crisis response and safety procedures when required

• Maintains public information areas (kiosks, pamphlet racks, bulletin boards).

• Schedules room and resources bookings and ensures information for proper set up of rooms is included.

• Schedules rooms and shared resources, ensuring setup requirements are clearly documented to support clinical, program, and meeting needs centre wide.

• Monitors the Millennium Learning Centre (MLC) computer area, including sign-in/sign-out, basic troubleshooting, and ensuring appropriate client use of shared resources.

Clerical and Secretarial Support

• Opens and distributes incoming mail, addressing outgoing mail, and handles all drop offs and
• Receives, sorts, and distributes incoming administrative and clinical mail, and processes outgoing mail, drop-offs, and pick-ups in accordance with confidentiality and privacy requirements.
• Provides clerical and administrative support to HIS/Centre’s staff, including document preparation, photocopying, and secure faxing.
• Maintains and updates client electronic medical records (EMR), including scanning and uploading all results, requisitions, and correspondence into the appropriate sections.