Position: Clinic Clerical Assistant

Program: Insight Health Solutions

Status: Temporary Full Time

Role Level: Admin/Clerical (AC03) $24.17- $30.18

Site: Credit Valley Hospital

Hours of Work/Shifts:

Posted: November 20, 2025

Internal Deadline: November 27, 2025

The Clinic Clerical Assistant provides clerical support for reception; new referrals processing and information management; and patient administrative services, and performs other duties consistent with the job classification as required. The successful candidate will demonstrate a commitment to valuing diversity and patient and family centered care.

QUALIFICATIONS:

• Grade 12 education or equivalent is required.
• A related College Diploma, knowledge of medical terminology and/or training in the medical secretarial field is required
• Strong interpersonal and communication skill combined with good problem solving skills when dealing with patients, visitors, families and other hospital staff
• Exceptional customer service skills when dealing with all stakeholders including internal and external stakeholders
• Recent clerical experience in a fast paced clinic/health care environment – booking appointments, processing patient records/orders, filing reports, compiling statistical information, faxing, etc.
• Advanced knowledge of Excel and Power Point is a necessity
• Ability to multitask and able to handle numerous tasks simultaneously in a fast paced environment
• Excellent attendance and performance record required
• Patient centered and customer focused at all times
• Excellent Communication skills via all modalities i.e. in-person, phone, email, etc.

JOB DUTIES & RESPONSIBILITIES:

Registration

• Greets patients, visitors and staff, directing them to appropriate personnel and/or destination/room, providing assistance as required.
• Registers patients, confirming/validating patient demographic, insurance and other required information as appropriate.
• Communicates hospital/department policy and procedures to patients, visitors and staff as necessary (including infection prevention and control).
• Answers the telephone, checks and returns voicemail messages, emails, sends/receives faxes, responding to enquiries within scope of authority, or directing to most appropriate person.
• Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required.
• Open, sort and distribute incoming mail and other materials.

New referrals processing and information management

• Receives and logs incoming referrals, reviews for completion to internal or external partners and follows up as required.
• Creates and maintains key performance indicator dashboards. Ensures required forms are received, completed correctly.
• Enters patient information and appointments into required databases, updates with appointment and other medical information internally and/or with partners
• Prepares and updates electronic files with appropriate medical information and relevant forms.
• Ensures patient discharged are processed, outcome measures collected and filed appropriately for record management.

Patient Administrative Services

• Schedules patient appointments to clinic, registers patients for clinic visits, arranges admissions, collects payments for appliances/braces etc. and completes follow-up post-discharge from clinic as required and documents as appropriate.
• Cancels appointments as required and follows up with other patients for rescheduling of visit.
• Explains test/visit preparations as required within scope of authority.
• Liaises with internal departments and external partners to book/cancel appointments.
• Books interpreters for patients as needed.
• Enters data including appointment requests, discharge documentation, workload assessments as required. Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

Ensures efficient clerical administration and operation of the department within scope of authority

• Will liaise with therapists and physicians to coordinate other related tasks, such as rescheduling of patient appointments when changes in physician coverage occurs, and with new consult bookings
• Establishes, implements and maintains effective processes to ensure efficient operation of clinic while on duty in accordance with Standards of Practise
• Accuracy and attention to detail when performing a variety of tasks is essential
• Prepares clinic lists, identifies orders needed as required.
• Enters and maintains payroll records as required (include sick and vacation requests).
• Reconciles invoices and submits billings to WSIB and other organizations as required
• Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority
• Request/receives reports from external healthcare facilities as directed
• Requisitions and maintains office/medical supplies; counts and labels inventory as required. May be required to stock unit carts and/or supply areas.
• Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient's healthcare plan and provides invoice. Liaises with Accounts Receivable as required.
• Performs cross-functional, and/or, other duties consistent with the job classification, as required.
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner.

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.

Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.