Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario. This is a Permanent Part-Time Opportunity

Type: Replacement

Job Description Summary of duties but not limited to:

• Work collaboratively in an inter-professional shared model of care
• Receive referrals and triage according to established guidelines within the Program
• Ensure all required information is received from referring source to facilitate timely scheduling of appointments
• Triage to appropriate Physician as per established decision algorithms
• Consult with physician and clinical team to appropriately triage and schedule patients
• Create patient record within the Electronic Patient Record
• Schedule patient visits and coordinate required tests
• Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.)
• Ensure patient receives written and verbal instruction regarding tests and appointments
• Function in an independent capacity to contact patients regarding scheduled appointments and provide any needed clarification regarding clinic appointment or test preparation
• Confirm Physician schedule of upcoming clinics, as required
• Problem solve, triage and schedule related issues in consultation within the clinical team

Contribute To The Efficient Operations

• Generating a chart for the referral and retrieving any patient results not in EPR
• File reports not in EPR in Women’s College Hospital records
• Liaise with Health Records regarding chart requests
• Check patients in and out of clinics
• Book complex tests, procedures and appointments to enhance the patient experience and clinic optimization
• Exhibit a strong understanding of the complexities of procedures/tests /consult referrals to be booked within the assigned capacity
• Self-directed with the ability to work independently and collaboratively with the team in the assigned clinic as an integral part of that team
• Ensure that team members are informed of the updated schedule, room assignment and any potential changes in the clinic schedule
• Effectively communicates with all hospital clients and stakeholders

Enhance the patient experience by facilitating patient and health care provider flow:

• Ensure that patients have appropriately consented for their procedures or appointments
• Coordinate and support patient and caregivers health teaching with clinicians as required
• After the completion of the patient visit, coordinate all related tests, follow-up appointments and schedules according to the physicians plan of care

Engage in clerical activities to support efficient operations and contribute to a professional and team focus environment:

• Engage in activities to support efficient clinic operations, including use of various technologies and processes
• Independently respond to patient and provider inquiries & ensures messages are referred to the appropriate person
• Attend and participate in administrative and program meetings
• Initiate, collect and maintain utilization data, outcome metrics and operational statistics for the program
• Follow established policies and procedures within the program and organization
• Support the team by performing clerical functions, day to day operations functions that will promote excellence in patient care
• In collaboration with staff, physicians, leaders and stakeholders ensure that the safest care possible is being delivered based on best practice, hospital procedures and policies and instill and promote a culture of safety

Coordinate and contribute to the seamless and efficient operation of the physician office:

• Facilitate and effectively manage the clerical activities and functions of the offices, including patient flow, schedules, resources and supplies
• Coordinate referrals by sorting, reviewing, triaging and directing them to the right specialists and areas within the established time parameter
• Exhibit and role-model excellent and professional customer service skills when directly or indirectly interacting with patients, caregivers, Health Care Providers internal and external to the program organization
• Analytical skills: Effectively and accurately enter data/stats in reports, data repositories, and EMR to ensure compliance and to avoid increase in patient wait time; delay of treatment or poor patient outcome

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

• Medical Office Administration Diploma is required
• 3 years current experience working within an ambulatory clinic, preferably in a hospital setting
• Experience with an Electric Patient Record
• Strong MS Office application skills including Word, Excel, and Outlook and e-fax
• Knowledge and current experience with Wait Time requirements and data management
• Experience using EMR to communicate with the Ministry of Health an asset
• Maintains privacy and confidentiality as per the organizational guidelines
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Ability to produce high quality accurate work in accordance with Hospital standards
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Excellent professional verbal and written communication skills
• Ability to work effectively in an inter-professional team
• Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties
• Proven track record of dependable attendance rand punctuality
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.