Administrative Assistant I, Eye Care Team

Department/Program: Eye Care Clinic/Team & Dalhousie, Children’s Health Program

Type of Employment: Temporary Hourly FT long-assignment (100% FTE) until 12/31/2021 x 1 position(s)

Req ID: 111284

Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit

Compensation: $20.0923 – $21.913 /hour

Posting Date: April 26, 2021

Closing Date: May 03, 2021

Start Date: 06/01/2021

IWK Health is an internationally recognized and respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million women, children, youth and families across the Atlantic region. The IWK is committed to a workplace where our staff, physicians, learners and volunteers reflect the patients, families and communities that we serve. We seek and encourage applicants who reflect our broad diversity, and we are committed to reducing barriers to employment and career growth.

Position Summary

Reporting to the Manager, Ambulatory Care & Regional Poison Centre, the Administrative Assistant I provides high quality administrative and organizational support to the Eye Care Team. Responsibilities include, but are not limited to:

Support for Orthoptists, Technicians, Physician’s for patient related enquiries.

Patient phone inquiries/ scheduling/ concerns and troubleshooting.

Coordinating and attending team meetings, developing agendas, taking/producing minutes, and identifying action items.

Establishing and maintaining an office filing system including the processing of incoming and outgoing mail.

Process adult/pediatric referrals by updating the triage in Meditech

Registering patients for clinic visits in Meditech in accordance with IWK registrations standards.

Scheduling physician clinic time, using discretion to accommodate the various needs of patient and families, physicians, and staff, with input from team leader as required.

Clinical scheduling of patients including coordination of appointments for patients requiring multidisciplinary sessions, minimizing inconveniences to patients and families.

Invoicing and processing payments through MONERIS. Completing and processing correspondence and records for computerized medical billing (ACCURO system)

Travel to support the eye clinic satellite clinic at Cobequid (Sackville) may be required -25%

Hours of Work

Monday-Friday: 0800/0830—1600/1630

Qualifications

• High School Diploma or G.E.D required.
• Graduate from a recognized Secretarial or Office Administration Diploma required.
• Completion of Ophthalmic Medical Assisting (OMA) course, or willingness to complete the American Academy of Ophthalmology OMA course (at work) required.
• Successful completion of a medical terminology course preferred.
• An equivalent combination of education and experience may be considered for this position.
• Experience in patient scheduling/booking preferred
• Experience in Meditech and Community Wide Scheduling preferred
• Advanced working knowledge of computers including Outlook, Windows, Word, Power Point, Excel, Spreadsheet, Access Database, and MS Word required.
• Keyboarding skills minimum of 60 wpm required.
• Demonstrated strong time management, analytical, and problem-solving skills required.
• Demonstrated excellent organization skills, strong communication (verbal & written) and interpersonal skills required.
• Demonstrated ability to prioritize workloads required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated ability to work well with others and in an interprofessional team required.
• Demonstrated flexibility to meet workload demands required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Experience in computerized medical billing applications preferred.
• Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) preferred.
• Competency in other languages an asset; French and Arabic preferred.

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Please Note: If you are an employee of the IWK Health Centre, please apply through the internal careers page to ensure you are flagged as an internal applicant. Applications are accepted until 11:59 PM on the Closing Date.