Medical Office Assistant

# Summary 

# About the organization 

LAMP Community Health Centre is a multi-service, community based charitable organization that provides a wide range of programs and services to improve a person's health. LAMP uses a co-ordinated approach to connect people to medical services and other programs that build personal resources. By providing services that improve physical, emotional, social and economic well-being, people can better control their health and environment. Our organization is grounded in principles of health equity, and we are committed to delivering services and programs through an anti-racism, anti-oppression lens.  We strive to create a healthier community by putting people first and addressing systemic barriers to care.

The Black Health and Social Services (BHSS Hub) is an Afrocentric, culturally-affirming hub offering primary health care, social services and mental health and addictions support to Black, African and Caribbean (BAC) communities in Peel Region. Roots Community Services, LAMP Community Health Centre and the Canadian Mental Health Association (CMHA) Peel Dufferin are partnering to offer this initiative which was being designed with the holistic health of the individual as the primary focus. This ensures that services are easily accessible and closer to home for Black, African and Caribbean (BAC) communities in Peel.

# About the position 

Job Summary

At the heart of our work is an interdisciplinary approach that delivers holistic, community-based care – with a strong focus on individuals who experience barriers to accessing health services.  Our team is deeply committed to inclusivity and works within the social determinants of health framework, emphasizing prevention, health promotion, and client education.

Reporting to the Manager, Primary Care (BHSS Hub), and working closely with the above partners, the Medical Office Assistant (MOA) will:

• Provide reception and administrative support to the Primary Health Care (PHC) and Allied Health programs.
• Exist as the common link between the client and provider, and demonstrate courtesy, caring, and culturally appropriateness while registering clients, managing the appointment schedule and referrals, and handling all other administrative aspects of the program.
• Ensure that all organizational policies are followed.
• Ensure the provision of high-quality services to clients in keeping with LAMP values, Hub principles, and the health priorities of BAC communities.
• Reflect the high-quality work and integrity of LAMP and the Hub collaborative at all times.

Primary Responsibilities

• Greet individuals at reception in a courteous and professional manner.

• Answer/transfer incoming phone calls; make outgoing calls as needed; take messages; check messages in inbox; and respond accordingly in a courteous, professional and timely manner using Electronic Medical Record (EMR) and Microsoft Office suite platforms

• Register new clients, which includes assisting with filling out registration forms, and de-roster clients as needed.

• Book client appointments for PHC team and internal specialist services; confirm new client appointments the day prior to the visit; and share the responsibility of calling clients for follow-up appointments as directed by the providers or client recall system. 

• Arrange referrals for external specialists (e.g. ENT, Rheumatologist, Dermatologist etc.), contact client with appointment details and send confirmation letters.

• Receive urgent messages and direct information and/or chart to appropriate provider for timely follow-up.

• Arrange for translation/interpretation services as required.

• Support and process appointment reminder processes using the Electronic Medical Record.

• Scan and file test results and correspondence in a timely manner.

• Book home visits, make arrangements with the support worker/family member, etc. if needed; and confirm appointment the day prior to the visit.

• Receive and process medication refills from pharmacists.

• Prepare requisitions and labels for lab technicians as needed.

• Spin the blood using the centrifuge and prepare all specimen samples; label and prepare for lab pick-up as needed.

• Monitor the temperature of the vaccine fridge, recording the data twice daily (only as a backup to the RPN).

• Transfer medical records to doctor’s offices, insurance companies and law offices as required by following personal health information (PHI) disclosure processes.

• Collect money from contraceptive sales; document and provide receipt to client. Count money and give to Clinic Supervisor every 24-48 hours.

• Process electronic and paper documentation; filing, scanning, faxing and e-faxing.

• Sort, date-stamp and distribute incoming mail and faxes and collect and post outgoing mail, photocopy and type general correspondence.

• Know and share LAMP, Hub, and Hub partner resources with all clients as appropriate.

• Change/order toner for the machines and refill paper as needed

• Clean/sanitize the reception area, waiting room and personal desk space and record it in log book.

• Participate in team and LAMP all staff meetings regularly.

• Provide coverage for other MOA team members when they are absent and contribute to overall team functioning by assisting where needed.

• All other tasks and duties as assigned by the Supervisor/ Manager

# Qualifications

•  Medical Office Administration Diploma from a recognized institution or equivalent.

• Two to three years of experience in a community health setting.

• Understand privacy legislations, medical and health care system, diversity and inclusion.

• Demonstrated knowledge of and experience with addressing the health priorities of Black, African and Caribbean populations

• Knowledge of health care coverage programs.

• Excellent interpersonal skills necessary to work effectively across all levels of the organization’s diverse workforce.

• Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.

• Typing speed of 45 WPM.

• Great attention to detail with the ability to work under pressure, account for results, and meet challenging deadlines with the ability to maintain a positive attitude

• Professional and empathetic.

• Positive attitude and dependable with strong initiative and the ability to work both independently and in a team-oriented atmosphere.

• Open minded, eager and willing to constantly learn and improve oneself.

• Knowledge of LAMP Community Health Centre (CHC) and Hub Partners, resources in Peel Region, as well as a second language that is reflective of the community being served are all preferable assets.