Office Assistant E – Outpatient Mental Health and Addictions – Full Time

Purpose

PURPOSE: To provide Clerical support to the Out Patient Mental Health and Addictions portfolio. This position is primarily assigned to support Outpatient Mental Health Services, with the expectation of floating to other departments as needed. This includes managing waitlists, registration, discharge, Health records management, statistical and financial tracking. The Office Assistant plays a crucial role in maintaining smooth operations by keeping accurate records, ensuring timely completion of tasks, and contributing to overall productivity. Daily routines include but are not limited to; data entry, creating and submitting reports, ensuring adequate inventory levels, ordering new supplies through the material requisition system including restocking supplies, assisting clients with appointments, and being able to provide initial support via Mental Health First Aid to those experiencing a mental health crisis You will work with a multi-disciplinary team including; You will work with Physicians, Nurses, Allied Health professionals, the MH&A leadership team and other hospital supportive staff.

Duties

• To provide clerical support to clients and staff of Outpatient Mental Health Services, the Locum Psychiatric Consultation Clinic and other programs as required
• Participate, document and distribute meeting minutes for weekly triage and team meetings with staff and leadership to discuss current client needs, potential transfers, discharges, and planned admissions
• Check emails throughout the day and respond as needed and complete whatever task is asked as per the email
• Hand out bus passes and taxi slips as required
• Schedule intakes for new Clients, register them into Meditech and/or Catalyst upon their arrival
• Discharge Clients when they leave from Meditech and/or Catalyst and organize the Health Record Chart
• Order supplies as needed and re-stock
• Facilitate phone calls and return messages in a prompt manner
• Answer client questions if asked and get them whatever they may need
• Fax and copy information as required.
• Create Documents and or spreadsheets as needed
• File and retain both paper and electronic Health records.
• Prepare, organize and maintain both paper and electronic filing systems.
• Respond to the front entrance and receiving entrance doors for Clients, family members Contractors, pharmacies, Ventures staff, SAH staff, care partners, and anyone else who may arrive at the door.
• Complete monthly and quarterly data collection for Ministry reporting and program funding
• Submit work orders as needed for general maintenance, IT issues, and Health and Safety concerns
• Act a departmental Health & Safety representative; complete monthly inspections including entering them into an I-report in MEDITECH
• Create letters and mail to Clients and or Other care partners
• Contact the Ministry of Health to update Client Health Cards in the system
• Collect, track, and forward invoices to accounts payable
• Create, distribute, and input Ontario Perception of Care Surveys for Clients
• Communicate with the housekeepers in the building regarding room cleans and ordering supplies for them
• Other duties as assigned
  
  

Qualifications

• Certificate in Health Office Administration or Diploma in Office Administration or equivalent experience preferably in a Health Care setting.
• Non Violent Crisis Intervention Training Certificate or willingness to obtain
• Mental Health First Aid certificate or willingness to obtain
  
  

Experience

• Minimum 2 years’ experience working in health care environment in an administrative capacity, preferably in a Mental Health and or Addictions setting
• Minimum 2 years of customer service experience
  
  

Knowledge, Skills And Abilities

• Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on Clients
• Knowledge of or experience using Electronic Medical Records systems
• Knowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, InfoMed, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMS
• Ability to meet deadlines as expected
• In depth knowledge and proficiency using Microsoft Office applications including formulas
• Ability to use fax and photocopy machines
• Proficiency in using telephone systems, computers, tablets, video and phone conference equipment
• Proficiency in data entry, keyboarding, and filing systems
• Demonstrated ability to organize time effectively to perform the duties of the position
• Willingness to work in all programs under the Out Patient Mental Health and Addictions portfolio
• Demonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional manner
• Knowledge of Medical, and Mental Health and addiction terminology
• Ability to work independently
• Ability to adapt to working in a high paced environment where the work is constantly changing
• Knowledge of Ministry related statistical reporting
• Ability to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)
• Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance
  
  

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may be assigned and qualifications may be adjusted from time to time.

Individuals will be selected on the basis of their ability, experience and qualification as identified in the resume which they have attached to the posting application form. The Hospital reserve the right to conduct a formal interview and/or testing where required.