Summary of Duties

The Working Condition Program is a revenue generating program that offers a range of specialized services for adults with musculoskeletal injuries, resulting from work-related accidents, motor vehicle accidents or long term illnesses. We are currently looking for an energetic Administrative Team Lead to join our team working both independently and in a multi-disciplinary team setting. The Administrative Team Lead works closely with a large number of stakeholders, including physicians and surgeons, allied health professionals, administrative staff, various hospital departments, and external referral partners. In this role you will drive excellent customer service, responsible financial management, strong team dynamics, and process improvement initiatives.

• Overseeing daily work tasks of the administrative team and allocating resources and support as required.
• Managing daily clinic flow and resolving patient concerns.
• Leading monthly meetings with senior secretary and clinic secretary teams to develop monthly calendar of clinics.
• Monitoring and adjusting weekly clinic schedules based on wait times and referral volumes.
• Overseeing clinic triage/scheduling with administrative team and problem-solving complex cases.
• Overseeing quality audits for administrative work flow (accurate tracking of clinic recommendations, follow up timelines, approvals pending).
• Reconciling of accounts receivable aging reports and acting on all follow up items with finance department and WSIB.
• Providing coaching and mentoring to administrative staff on both work tasks as well as interpersonal issues within the team.
• Acting as lead for Patient Care Management Systems in WCP; identifying gaps in functionality (statistical, billing and tracking purposes); preparing training documents for all updates; creating/updating forms; creating custom queries; liaising with vendor on new initiatives.
• Reconciling of surgical services billing spreadsheets; liaising with operating room management team on billing variances and preparing month cost transfers for inter-departmental expenses.
• Generating and reporting monthly program statistics to WCP leadership team.
• Acting as program lead for quality and process improvement initiatives in conjunction with the clinical team leads and Manager including new program implementation (developing and implementing project plans, including projected timelines, scope, and activities).
• Participating in administrative staff performance appraisals by providing written feedback within the peer feedback section of the performance appraisal tool.
• Creating and maintaining up to date program administrative process manuals.
• Acting as a resource person for Management Team for, Presentations, Power Point Slide Shows and Trade Shows.
• Acting as lead for all administrative process issues/questions within the WCP including information technology issues.
• Other duties as required

Qualification/Skills

• Post-secondary education or relevant experience working in areas of health care administration/business administration.

• Minimum 5 years’ secretarial/administrative experience, preferably in a health care setting.

• 2 years’ experience leading an administrative team in a health care setting.

• Demonstrated experience in project management, quality assurance initiatives and accounting/finance preferred.

• Demonstrated proficiency and advanced computer skills; experience with database design/programming an asset.

• Demonstrated ability to take initiative, streamlines processes, and identify gaps in service/process.

• Demonstrated analytical and problem-solving skills.

• Knowledge of WSIB Specialty Programs; processes, billing, scheduling, contracts preferred.

• Strong leadership, communication and interpersonal skills.

• Ability to work independently and in a team setting.