Q Sports Medicine Clinic Assistant - Queens University

Under supervision of the Clinic Manager and Clinic Coordinator, the Clinic Assistant provides frontline support for the administrative operations of the Q Sports Medicine clinic. Based on the time of year, this role prioritizes varsity athletes' appointments with our team of Athletic Therapists, Massage Therapists or Sports Medicine Physicians while also scheduling appointments for staff, students, and the public. The Clinic Assistant also supports the distribution of Student-Athlete status reports to coaches and ensures the clinic environment remains clean, organized, and welcoming. Thriving in a fast-paced, energetic, and athletic environment, this position is essential to smooth daily operations and exceptional service delivery.

This position acts as the first point of contact and provides reception support including responding to general inquiries, and booking, cancelling and/or rescheduling appointments. This position monitors and submits requests for referrals, tests, and/or specialist appointments. This position also initiates, updates, and maintains medical records.

The schedule for this position requires the incumbent to work variable hours on a regular basis, including evenings and weekends. This position is subject to the Averaging provisions of the USW Local 2010 Collective Agreement.

What you will do:

• Acts as the first point of contact and provides reception support including responding to general inquiries, and booking, cancelling and/or rescheduling appointments for accessing clinic, health, and/or accessibility services.
• Monitors and submits requests for referrals, tests, and/or specialist appointments.
• Provides various medical forms to students for completion.
• Collects and records payments for services including third-party fees, vaccines, cancellations, etc.
• Initiates, updates, and maintains medical records.
• Maintains and updates inventory of office supplies, forms, manuals, and health information leaflets.
• Other duties as required in support of the department and/or unit.

Required Education:

• One-Year Post Secondary Certificate or Diploma.
• in medical office administration preferred.
• in health information management preferred.

Required Experience:

• More than 6 months and up to and including 1 year of experience.
• Experience with managing electronic medical records considered an asset.
• Familiarity with medical terminology considered an asset.
• Working knowledge of the Personal Health Information Protection Act (PHIPA) considered an asset.
• Previous experience as a clinic receptionist considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

Job Knowledge and Requirements:

• Basic knowledge of standardized, work procedures, general facts, or the use of simple equipment that is typically acquired through on the job training.
• Provide clear, concise information to others that requires basic courtesy and minimal explanation or interpretation.
• Ability to relay unwelcome information or deal with minor conflicts/complaints.
• Prioritize own work to deliver objectives on time and to meet standards and expectations.
• Follows direction and seeks clarification when required.
• Resolve recurring problems and situations using established procedures and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manner so deadlines continue to be met.
• Awareness of human rights, diversity, equity, Indigenization and inclusion.
• Understand university specific processes and policies to address human rights or equity concerns.