Administrative Assistant, Chronic Pain Service & Interventional Psychiatry Team

Make a difference in a growing innovative mental health organization and centre of excellence in people-centered care. Work with supportive colleagues who are passionate about improving lives and champions for quality and continuous learning.

As an Administrative Assistant for our Chronic Pain Service & Interventional Psychiatry Team (IPS) you will be an integral part of a collaborative team focused on delivering seamless services and programs to our clients patients and customers. If you are looking for a company that is constantly moving forward in pursuit of successful outcomes get ready to love it here!

What youll be doing:

• Coordinate and track referrals workflow schedules projects incoming and outgoing mail
• Compose correspondence for management team and provide administrative support to special projects and presentations
• Monitor manage and address email telephone voice mail and in-person inquiries from a variety of internal and external sources
• Coordinate completion of the Recreation and Fitness/Integrated Health Clinic manual assist with revisions and maintain Rec Centre shared directory
• Meeting management including booking meeting rooms sending out agendas coordinating catering transcribing minutes circulating and maintaining official
• Maintain online practice management schedule for Integrated Health Clinic including registering new clients booking/cancelling appointments setting reminder calls/messages and liaising with other clinical programs at HHC
• Welcome receive and direct clients/visitors and promote an inclusive and accessible environment
• Manage allied health clinic flow and organization including assistance with the management of health records
• Collect verify and submit extended healthcare claims for allied health through various sources
• Create invoices and collect payment for services from clients families and insurance providers
• Complete monthly billing for Finance and support payment process for allied health
• Assist with entering IPS clients into the Touchpoint measurement-based care database (rTMS and ECT)
• Ensure privacy and confidentiality are kept at all times following PHIPA rules and regulations
• Design promotional materials for programs within the service (i.e. clinic guidelines brochures forms)
• Participate in quality improvement activities

What were looking for:

• 2 years experience providing administrative support to management
• Experience with patient appointment scheduling and knowledge of Jane practice management software
• Proficiency with submitting extended healthcare claims for allied health through various web-based portals such as TELUS Health Portal providerConnect and Medavie Blue Cross
• Exceptional organizational and time management skills
• Excellent judgment problem resolution and decision-making skills
• Ability to work independently with minimal supervision
• Strong attention to detail and able to multitask in an environment with quickly changing priorities
• Understanding and expertise in maintaining the privacy confidentiality and security of information
• Proficiency with handling inquiries and requests from the public with diplomacy courtesy and a pleasant demeanor
• Ability to work well with all levels of management staff patients and external sources
• Proficiency with Word Excel PowerPoint Adobe Acrobat Writer
• Excellent oral and written communication skills with ability to clearly articulate information

As part of our commitment to the health and safety of our patients staff and community from COVID-19 subject to any accommodation required by applicable human rights legislation Homewood Health Centre requires that all staff have received all required doses of a COVID-19 vaccine approved by Health Canada.

Why work with us

Homewood Health is Canadas largest and leading service provider for medically focused evidence-based treatment of mental health and addiction disorders. Our organizational culture values service excellence integrity collaboration and innovation. Our people make a difference!

As an equal opportunity employer Homewood Health is committed to employment accessibility diversity equity and inclusion. For this reason we encourage applications from members of equity-seeking groups including women racialized and indigenous communities persons with disabilities and persons of all sexual orientations and gender identities/expressions.

Join us at Homewood Health and be part of a diverse team helping Canadians live healthier more productive and fulfilling lives.