Position Summary

Reporting to the Program Manager, Mental Health Program, the Clerk with the Community Mental Health Services (CMHS) is responsible for providing reception, administrative and secretarial support to the team of Social Workers and Community Support Workers at CMHS.

PRIMARY RESPONSIBILITIES:

• Provides excellent customer service to all clients, visitors and system stakeholders as a primary contact upon entry to CMHS.

• Works in a collegial manner with management, clinical staff, physicians, volunteers, from within the hospital as well as other health care facilities to ensure optimal communication.

• Liaises and interacts with clients, partner agencies, physician, and other internal and external stakeholders.

• Works in a collegial manner with management, clinical staff, physicians, volunteers, and other clerical staff from within the hospital as well as other health care facilities to ensure optimal communication.

• Maintaining rapport with clients and applies basic principles of crisis intervention in responding to clients who may be in a psychiatric crisis and informing them of appropriate resources and encouraging their use of these service according to CMHS admission criteria.

• Direct patients to appropriate areas of the hospital and arranges assistance if necessary

• Upholds and protects the confidentiality of clients and their contacts with the CMHS

• Registers patients according to the Hospital and the Electronic Medical Record (EMR) policies and open initial Ontario Common Assessment of Need (OCAN) on all new clients of CMHS and completing the Common Data Set data.

• Ensures excellent data quality by following all procedures and standards associated with quality data.

• Answers and directs telephone calls and inquiries from other departments, outside agencies, physicians and other sources. Referring inquiries to appropriate person in a timely manner.

• Requesting and submitting work orders to facilitate the smooth operation of the department, checks and completes the daily Fire Safety Log

• Preparing consent forms for client signature, and letters requesting information from other required sources

• Accurately and efficiently prepares and distributes reports, policies and procedures in addition to general departmental filing.

• Processing mail, photocopying, faxing, and other related clerical duties as required.

• Ensuring prompt and safe service that meets accuracy and reliability standards.

• Supports the Program Manager by maintaining and submitting expense statements to the Finance Department

BCARE Administrator:

• BCARE Administrator for all Mental Health Departments at OSMH which includes maintaining the electronic record keeping system including troubleshooting issues, sets up and creates all BCARE accounts with access, usernames and passwords for all new staff on C6, Day Hospital and CMHS

• Providing direct assistance to staff in the maintenance and collection of statistical and workload reports for all CMHS staff. As well as compiles and submits statistical data through BCARE required by the Hospital’s Finance department and LHIN

• Assisting in the research and abstraction of information and supporting data in preparation for meetings, work projects and reports

Housing Resource for Supportive Housing Program:

• Provides administrative support for the Housing Resource for Supportive Housing program including maintaining files for clients within the program

• Acting as a liaison to CMHA, Landlords, clients, ODSP and CMHS staff regarding rent supplements

• Submitting cheque requisitions to CMHS regarding first and last month’s rent portion of subsidy

• Completing Intent to Rent, Residential Tenancy Agreements, CMHA Rent Supplement Agreements, Income Verification, Utility Connection Request Forms, Landlord and Tenant Information Sheets for CMHA

• Completing and submitting Consents, Accommodation Verification Forms and Request for Funds for County of Simcoe Housing Retention Program for clients receiving ODSP

• Completing and submitting Pay Direct Requests and consents to clients’ ODSP worker

• Completing Support Agreements, Statement of Understanding, Responsibilities of Recipients and Apartment Inspection Reports for clients to sign

• Meeting with landlords to explain Supportive Housing Program and ensure all paperwork is properly completed and signed for submission. Supports the negotiation with landlords regarding all-inclusive rent vs. rent plus utilities agreements.

• Submits monthly reports to CMHA regarding any changes to information including rent increases

Performs other duties as may be assigned by the direct manager.

Qualifications

Education:

• Successful completion of an approved Medical Office Administration Program or equivalent experience is required

• Successful completion of a Medical Terminology course required

• Successful completion of the Hospitals Electronic Medical Record (EMR) training required upon hire

Experience:

• Three (3) years related experience required

• Preference given to candidates with experience using BCARE

• Preference given to candidates with previous healthcare experience

• Preference given to candidates with experience working in a mental health environment

Competencies:

• Demonstrated computer literacy and working knowledge of Microsoft Office Programs (Word, Excel, Outlook) is required,
• Demonstrated familiarity with basic principles of Crisis Intervention techniques,
• Demonstrated familiarity with BCARE,
• Demonstrated excellent communication skills in English (both verbal and written) and interpersonal skills to positively interact with a range of individuals in a variety of situations, which require tact, discretion and confidentiality,
• Demonstrated ability to be highly motivated and flexible with the ability to adapt quickly to new situations/challenges,
• Demonstrated ability to organize and prioritize workload and multitask under pressure,
• Demonstrated attention to detail and a strong commitment to quality and patient information verification,
• Demonstrated ability to work both independently and as a productive team member,
• Demonstrated the ability to provide excellent customer service to all patients and system stakeholders
• Demonstrated ability to attend work on a regular basis

Our Employees Enjoy

• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

Employment Equity

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Accommodation in the Workplace

Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.

Health & Safety Responsibilities

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.

All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.

Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.

As a condition of employment, new employees are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.

As a condition of employment, you are required to submit proof of COVID-19 vaccination to the Hospital's Occupational Health and Safety department.

Closing Statement

OSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital. As a condition of employment OSMH requires professional references, verification of academic training, professional accreditation and evidence of course completion. It is also a condition of employment that all new employees will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment.

If you are interested in joining our team, please apply online before 11:59 pm on the posting close date. Incomplete submissions will not be considered. We thank all applicants, however only those selected for an interview will be contacted.