The Ottawa Hospital jobs in Ontario

Job Description Admin Assistant

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to manage the office operations of a Cornea, Cataract, Anterior Segment and Refractive Surgeon. This role plays a vital part in streamlining the surgical process, optimizing patient care, and reducing wait times. The ideal candidate will possess excellent communication skills, strong organizational abilities, and a keen attention to detail.

This position comes with paid vacation, stat holiday, and sick time. However, benefits and pension are paid in lieu of.

Responsibilities:

· Surgery Waitlist Management: 

• Maintain an accurate and up-to-date surgery waitlist, prioritizing patients based on medical urgency, availability, and surgeon's recommendations. 
• Communicate with patients on the waitlist, providing updates on their status, estimated surgery dates, and necessary preparations. 
• Coordinate with other healthcare professionals, hospitals, and clinics to schedule surgeries and ensure timely patient care. 

· Surgery Planning and Coordination: 

• Work closely with the surgeon and medical staff to develop an efficient surgery schedule, considering the surgeon's availability, operating room availability, and patient needs. 
• Ensure all necessary pre-surgical requirements, such as medical clearances, diagnostic tests, and insurance authorizations, are completed in a timely manner. 
• Communicate surgery details to patients, including date, time, pre-operative instructions, post-operative appointments and required documentation. 
• Order medical devices required for surgery in a timely manner (at least 10 days prior to scheduled surgery date) 

· Office Administration: 

• Oversee the day-to-day operations of the office, including managing phone calls, emails, and mail correspondence. 
• Maintain an organized filing system for patient records, surgical waitlist and referral waitlist. 
• Coordinate with other healthcare professionals, hospitals, and clinics for patient care and referrals. 

 Other Responsibilities include:  

• Reply to email and face to face inquiries 
• Update Physicians CVs
• Manage the surgeon's calendar, scheduling meetings, conferences, and travel arrangements 
• Act as a liaison between the surgeon and other staff members, patients, and external contacts 
• Ensure compliance with relevant privacy laws and regulations, such as HIPAA. 
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. 
• Maintain organized computer and manual filing systems 
• Handle sensitive information in a confidential manner 
• Interview patients in order to complete forms, documents and case histories 
• Complete insurance and other claim forms 
• Initiate and maintain confidential medical files and records 
• Establish and maintain various internal office administrative support procedures such as document tracking and filing and monthly reporting 
• Order supplies and maintain inventory 
• Determine and establish office procedures and routines 
• May supervise and train other staff for business continuity purposes 

· Patient Coordination and Consult Waitlist management: 

• Maintain a patient waitlist for upcoming consultations in an organized manner 
• Schedule and manage consult patient appointments, surgeries, and follow-up visits efficiently. 
• Coordinate patient referrals, records, and medical histories. 
• Communicate with patients in a professional and friendly manner, providing instructions, answering inquiries, and addressing concerns. 
• Ensure timely and accurate completion of necessary patient paperwork. 

Qualifications:

- High school diploma or equivalent; associate degree or higher preferred.

- Proven experience as an administrative assistant or in a similar role, preferably in a medical setting.

- Strong organizational skills and the ability to prioritize tasks effectively.

- Excellent verbal and written communication skills.

- Proficient computer skills, including knowledge of electronic medical records systems.

- Knowledge of medical terminology and procedures is an asset.

- Demonstrated ability to maintain confidentiality and handle sensitive information.

- Exceptional attention to detail and accuracy.

Please submit your CV and cover letter to: rajkaur@ohri.ca

Job Type: Full-time

Pay: $25.00-$30.00 per hour

Benefits:

• Paid time off

Ability to commute/relocate:

• Ottawa, ON K1H 8L6: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (preferred)

Work Location: In person