POSITION SUMMARY:
This position provides administrative support to the day-to-day operations of the Diabetes Service Program. All patient related details and program activities are coordinated to ensure the smooth operation of the clinics in accordance with the policies and procedures of the hospital.

QUALIFICATIONS:
- 2-year post-secondary diploma in Office Administration - Health Services from an accredited school.
- Minimum 1 year of experience providing administrative support in a busy hospital setting.
- Medical terminology certificate.
- Certification of ongoing computer training.
- Intermediate skill level in MSWord, MSExcel.
- Proficiency in data entry and the use of specialized computer applications: EPIC scheduling software.
- Demonstrated technical aptitude in troubleshooting and support.
- Basic skill level for spelling and typing.
- Clerical testing may be required as part of the selection process. 
- Maintain excellent interpersonal relationships while handling frequent interruptions.
- Good organization skills, with ability to set own priorities and work with minimal supervision
- Ability to communicate effectively and tactfully, both in person and by telephone.

RESPONSIBILITIES:
- Registers clients in multiple (6 to 8) simultaneously running clinics, ensuring that all pertinent client data and procedure information is entered in the client information system accurately and efficiently.
- Serves as support for the EPIC Resource Expert and is available as required on an ongoing basis for staff training, trouble shooting, etc. Ability to complete reports for clinics, assessment of requirements for physician clinics and organize meetings to communicate upgrades, registration and workflow.
- Arrange room bookings for classes at King and West 5th Campus. Organize room bookings for meetings at manager request and coordinate manager’s calendar.
- Proficient in electronic record systems such as EPIC
- Schedules client appointments, referrals and group classes on the EPIC scheduling system and confirms appointment details with client via telephone/mail; registers clients for the classes
- Follows-up with clients regarding appointment details and faxes appointments to family physicians.
- Triages incoming calls, answering immediate concerns and referring other calls as required.
- Follows all standards determined by admission, discharge and transfer,
updates patient information, including cancellations, no shows, discharges, and validates OHIP cards.
- Ensures that electronic data base is created for appointments. Requests charts from Health Records and other facilities as required.
- Assists with other clinic activities as delegated by the Nurse Manager.
- Provides administrative support, typing correspondence, sorts and distributes mail, processes referrals and faxes and e mails related to patient care.
- Scans patient referrals, labs and correspondence into the electronic record and obtains lab results on request
- Compiles monthly statistics on utilization rates, performance indicators, scheduling details (cancellations, no shows, discharges) monthly census reports, staff workload and assists in compiling of LHIN Quarterly Report of Statistical Information
- Supervises assigned volunteers
- Prepares agenda and documents minutes of department meetings
- Provides reception coverage, handles incoming phone calls/enquiries, direct visitors,
- Ensures all supplies and educational materials required by the clinic are adequately stocked and ordered through e way system in a timely manner.
- Creates and maintains forms and other documents as required using Excel, Word, InfoPath and other software products
- Ensures that examination rooms and work area are maintained in an organized and presentable way.
- Coordinates media updates to newspapers, updates the diabetes website, assists manager in marketing diabetes services with stakeholders
- Attends required meetings and training sessions from informatics to test system functionality during upgrades as requested
- At direction of physician, schedules client appointments, laboratory tests and referrals, booking any tests/procedures
- Types letters to community physicians and/or specialists updating client information at clinic physicians request