Health Office Assistant
University of British Columbia
- Kelowna, BC
- Permanent
- Part-time
Within the context of a client-centered inter-professional model of care and in accordance with the vision and values of Wellbeing & Accessibility Services and the AVP Students portfolio, the Health Office Assistant is part of a team providing a full range of services in the support of client care. This position will work with the established Health Clinic team to provide healthcare services to University students. The position performs clerical/reception functions such as scheduling as well as clinical support. Duties range from routine to complex and include maintaining highly confidential records, correspondence and communication. This position requires exceptional judgment, the ability to work cooperatively and to respond with tact and sensitivity to a diverse student population. Some evening work may be required.This is a 0.8 FTE position Tuesday to Friday.Organizational Status
The Health Office Assistant reports to the Health Clinic Manager. Works to ensure effective day-to-day functioning of the Health Clinic. Works collaboratively with health care professionals.Work PerformedCustomer Service Reception:
- Maintains a welcoming environment for students by ensuring their needs are a priority.
- Addresses inquiries at the front desk. Checks in students for appointments, sends screening questionnaires and books appointments using the Electronic Medical Record Software.
- Assesses and triages student requests for medical care and support using departmental guidelines.
- Works closely with the clinical team to manage a smooth flow of clients.
- Screens, directs and/or responds to email and telephone inquiries for Health Clinic and Counselling Services.
- Accompanies students/patients to examination rooms and attends health exams upon request.
- Cleans and sterilizes equipment and instruments. Cleans and sterilizes exam rooms between patients.
- Organizes equipment and examination rooms for diagnostic procedures and treatments as required.
- Performs minor diagnostic procedures and testing as requested by health care professionals
- Ensures examination rooms and other student spaces are well maintained using extensive and enhanced cleaning protocols.
- Orders and maintains all clinic supplies for Health Care Providers.
- Maintains detailed records for clinical maintenance of equipment.
- Ensures delivery and pick up services for products being sent to labs.
- Supports clinic manager in all aspects of clinical setting.
- Receives diagnostic reports and files after review by health care professional.
- Reviews patient medical forms for completeness.
- Provides education to students on medical insurance processes.
- Works with clinic manager to submit and track payments for third party billing – e.g., IMed.
- Manages payments and receipts for third party billings, prepares and sends invoices.
- Assists with written communication by transcribing assessments, reports, and other correspondence.
- Photocopies and faxes forms and other documents.
- Assists with preparation of resource materials (e.g., manuals, brochures,).
- Assists clinic manager by providing statistical information as requested.
- Provides some administrative support to Campus Wellness Promotion and Education health programming, and medical practicum students.
- Liaises with internal departments and other UBCO staff when required.
- Books appointments for specialists when required.
- Submits and follows up on IT and Facilities work orders for the Health Clinic.
- Sets up meetings, zoom calls, prepares and distributes meeting agendas and minutes as required.
- Submits MSP billings for health care professionals.
- Performs other duties as required.
- All work performed and information obtained/held by the clinic is confidential.
- Work performed is guided by the CMA Code of Ethics and Professionalism as referred to BC College of Physicians and Surgeons – practice standards and professional guidelines.
- Submits requests for health care and stationary supplies to Team Lead
- Educates students in Medical insurance and processes
- High school graduation with completion of Medical Office Assistant course at a recognized institute or alternatively a combination of training and related experience.
- A minimum of three years related experience in a health care office or clinic with a knowledge of medical terminology.
- Ability to use word processing, spreadsheet, database, scheduling and electronic mail applications at an intermediate level.
- Ability to complete tasks under pressure with frequent interruptions, be flexible, prioritize work and meet deadlines.
- Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
- Ability to maintain accuracy and attention to detail.
- Ability to compose routine correspondence using clear, concise business language.
- Ability to work both independently and within a team environment.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion