Purpose
Reporting to the Clinic Manager this position is responsible for providing business support for the Clinic operations including accounting, data management, reporting, medical coordination, customer service, scheduling and other administrative duties.
Accounting and Reporting
- Processes all Accounts Payable
- Processes all Accounts Receivable
- Processes Payroll
- Prepares invoices for submission with billable reports
- Ensures all WCB quarterly audit requests are completed
- Faxes Invoices
- Follows up on aged accounts at least monthly
- Tracks reports due for invoicing
- Reconciles and keeps petty cash
- Manages/maintains transcription and WCB templates
Data and Incentives:
- Tracks incentive payments and reconciles with HCS spreadsheet
- Enters incentive data into invoice log
Medical Coordination:
- Coordinates Diagnostics as per MSE/BME
Client Preparations:
- Sets up electronic client chart
- Prepares templates
- Prepares orientation package consents and binders, attendance records, scoring
- Prepares client paper work for day one
- Daily filing
- Maintains client attendance records
- Schedules acute services
- Coordinates interpreters as necessary
- Re-schedules cancellations
- Binder preparation
- Coordinates TPI scoring
- Facilitates OH 3 month follow-up questionnaire process
Clinic Support:
- Participates in clinic orientation
- Books interpreters
- Orders office and other supplies
- Updates phone listing and directory, voicemail for new employees
- Builds supervisor liaison
- Housekeeping liaison
- Maintains equipment in file room
- Ensures security system functionality
- Breaks down and makes copies of charts
Back-up Reception:
- Greets clients
- Answers & screens telephone phone calls
- Processes incoming/outgoing mail
- Arranges courier
Other Back-up:
- OH database entry
- Completes discharge paperwork
- Maintains client satisfaction surveys (internal & external)
Performs other duties as required.
Qualifications
- A minimum of two years of office experience.Proficient in all aspects of administration work including basic accounting processes.
- Education: High School Diploma supplemented by a Diploma/Certification in Business Administration or Accounting, Administrative Assistant Program, any related coursework, or a combination of education and experience.
- Self-motivated with proven ability to take initiative and work independently and collaboratively.
- Ability to work under pressure, meeting deadlines while utilizing excellent organizational and time-management skills.
- Detail oriented with proven ability to maintain accuracy and confidentiality.
- Effective interpersonal and communication skills.
- Proven customer service skills.
- Strong organizational skills.
- Demonstrated ability to work effectively with a diverse group of individuals while demonstrating tact, diplomacy and professionalism.
- Detail oriented with proven ability to maintain accuracy and confidentiality.
- Working knowledge and proficient in MS Word, Excel and data base software.
- Self directed learner.
- Familiarity with medical terminology would be an asset
Working Conditions
The work requires an ability to grasp information quickly and an ability to multitask.
