Administrative Support 9

Job summary

The role serves as the initial point of contact for Diagnostic Imaging patients, managing departmental communications and patient records with high accuracy. Responsibilities include performing patient registration, processing bookings, and ensuring all clinical information is handled in compliance with hospital policies.

Job details

Position Details Job Number: JR02142 Department: Diagnostic Services Administration Charlton This position may be scheduled at any of the following sites: Charlton Campus (Hamilton Downtown) Job Type: Temporary (Fixed Term), Part time Contract Duration: (If applicable) 8 months Number of Positions: 1 Union: CUPE Local 786 Hourly Rate (Min / Max): $30.11 - $32.72 Schedule Work Days: Monday to Sunday Time of Day: Afternoons, Days Shift: Hours - 7.5 Shift Start: (If applicable) AM 07:30, PM 15:30 Reason for Posting: Posting is for a role with an existing vacancy Application Dates Opening Date: 2026-10-06 Closing Date: 2026-10-13 Job Description Position Summary This position functions in a public relations capacity as the initial contact for Diagnostic Imaging patients. Handles departmental communications and liaises with many client types (patient physician and health care providers). Ensures that all patient records are processed efficiently and managed with the utmost confidentiality accuracy and comprehensiveness. Provides excellent customer service demonstrating patience kindness and caring in an environment with multiple demands. Qualifications - Minimum Grade 12 diploma or equivalent plus 2-year post-secondary in Medical Office Administration from an accredited College - Medical Terminology Certificate - Minimum one-year experience providing administrative support in a hospital setting - Intermediate sill level in MSWord and medical spelling - Experience working with hospital patient processing system ie. Dovetale (EPIC) - Basic keyboarding skills of 35 wpm - Clerical testing may be required as part of the selection process. - Proven knowledge of radiology terms - Ability to communicate effectively and tactfully both in person and by telephone - Excellent organizational interpersonal analytical and problem-solving skills - Ability to perform multiple tasks while providing excellent customer service Responsibilities - Maintains confidentiality and release of information in accordance with hospital policy at all times - Performs registration and order placements for Diagnostic Imaging studies using Dovetale - Ability to process same day and time sensitive patient bookings i.e. Home to OR patients - Handles department communications faxes photocopying and liaises with many client types (patients physicians health care providers Nurse Managers WSIB third party clients) following-up accordingly by fax & telephone with third party research coordinator and Patients Accounts. Triages and directs phone calls as required. Fields customer service inquiries by telephone - Verifies and updates patient information and confirms referring physicians validates OHIP cards using Dovetale - Follows all standards determined by admission discharge and transfer (ADT) - Sorts proof-reads all requisitions to ensure that required clinical information is complete and appropriate approval signatures are provided. Faxes back incomplete requisitions. - Rename electronically faxed requisitions placing them in the appropriate modality folders - Participates in the orientation and training of new staff - Handles all telephone enquiries promptly efficiently and courteously - Place urgent ultrasound orders on the appointment grid in Dovetale - Respond to patient call bells and notify appropriate staff - Correct registration errors located in work queue within Dovetale - Place appointment reminder calls to patients - Register General X-rays and place orders for both internal and external departments - Reject electronically received requisitions due to patient safety concerns - Complete request forms for patient’s requesting CD of exam images - Deliver and Pick up mail from mail room St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values. We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process (recruit@stjoes.ca).

What you’ll do

The role serves as the initial point of contact for Diagnostic Imaging patients, managing departmental communications and patient records with high accuracy. Responsibilities include performing patient registration, processing bookings, and ensuring all clinical information is handled in compliance with hospital policies.

Requirements

Candidates must possess a Grade 12 diploma, a 2-year post-secondary diploma in Medical Office Administration, and a Medical Terminology Certificate. At least one year of administrative experience in a hospital setting and proficiency in MS Word and patient processing systems are required.

Listed skills

• Customer service · Preferred
• Data entry · Preferred
• Communication · Preferred
• Problem solving · Preferred
• interpersonal skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical office administration
• Medical terminology
• Patient registration
• Customer service
• Dovetale
• Epic
• Data entry
• Keyboarding
• Communication
• Organizational skills
• Problem-solving
• Confidentiality
• Radiology terminology
• Interpersonal skills
• Analytical skills
• Epic EMR
• Administrative Support
• Tactfulness
• Patience
• Office Administration
• Clerical Works
• Customer Service
• Hospital Information Systems
• Clinical Research Coordination
• Public Relations
• Medical Ultrasonography
• Patient Safety
• Problem Solving
• Mailroom
• Medical Terminology
• Telephone Skills
• Radiology
• Registration
• Setting Appointments

Job areas

• Healthcare
• Administrative
• Customer Service & Support
• Administrative Support Manager
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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