Patient Care Coordinator – RAP PREVENT

The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care health promotion illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team we provide services and supports that address the social determinants of health including factors and barriers such as poverty inadequate housing food insecurity substance use language and culture as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians Nurse Practitioners Registered Nurses Social Workers Dietitians Chiropodists Pharmacists Psychiatrists Health Promoters Community Health Workers Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work. The Health Centre is currently recruiting for the following position:

Patient Care Coordinator RAP/ PREVENT
Full-time Fixed Term Contract 1.0 FTE (12 months)
Salary: $46373.83 - $55889.93 per annum

Job Summary:
The Patient Care Coordinator RAP/PREVENT supports providers and patients by performing a range of secretarial receptionist client services and administrative functions. The Patient Care Coordinator RAP/PREVENT plays a key role in ensuring the accurate efficient and effective flow of information and communications with internal and external parties. These include patients providers interpreters diagnostic facilities medical specialists allied health professionals and other parties within the patients circle of all aspects of their work the Patient Care Coordinator RAP/PREVENT acts as an advocate highlighting issues of access and other barriers to ensure that the broad needs of vulnerable patient populations are addressed.

Responsibilities:
1. Request and coordinate external referrals for diagnostic testing medical and other specialized consultations. Follow up on reports and test results as necessary.
2. Liaise with specialist offices as necessary regarding referrals and case management.
3. Ensure patients are aware of upcoming appointments. Identify any barriers and facilitate access with appropriate resources.
4. Perform administrative support duties according to established protocols.
5. Schedule appointments for clients with Health Centre staff medical and other specialists as well as diagnostic testing. Notify and provide instructions to clients.
6. Maintain accurate and current information related to external referrals and resources.
7. Respond to requests for medical reports and chart transfers.
8. Prepare third party billing.
9. Prepare correspondence as required.
10. Respond to patient inquiries; provide education and information about health system and community resources.
11. Assist with form completion system navigation advocacy and life-skill development.
12. Coordinate case conferences with service providers.
13. Participate in case conferences for clients plans of care with external agencies and services where appropriate.
14. Build and maintain collaborative relationships with healthcare partners community organizations and regional agencies.
15. Request schedule and coordinate with interpreters.
16. Advocate for the increased use of interpreters with medical specialists and other community health care providers. Provide information and education to external health care providers regarding IFH and Blue Cross coverages. Document and track interpretation use and uptake by specialist offices and hospitals.
17. Participate in the development and review of primary care administrative procedures.
18. Participate in the development implementation monitoring and evaluation of health promotion/disease prevention programs for individuals and client populations as determined by the Health Centre.
19. If assigned monitor operating budgets for projects/programs and ensure expenditures remain within budget.
20. If assigned as a Student Supervisor provide orientation ongoing support coaching and monitoring to meet the requirements of the Health Centre and of the educational institution.
21. If assigned as a Volunteer Supervisor provide support training monitoring and on-going communication as needed for the volunteer to successfully fulfill their position description.
22. Work during both regular and extended hours (evenings/weekends) within Kitchener as determined by the Health Centre. A minimum of one evening per week will be required.
23. Participate in team and staff meetings and other meetings and committee work as appropriate to support both service delivery and organizational goals.
24. Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being and to reduce health inequities.
25. Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities.
26. Work in a manner that preserves privacy and confidentiality.
27. Work in a manner that ensures client safety and minimizes risk to clients volunteers and the Health Centre.
28. Work in a manner consistent with the Health Centres Vision Mission and Values.
29. Work in a manner consistent with the Health Centres policy and commitment to Diversity Equity and Inclusion in all processes and practices.
30. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
31. Contribute to the Health Centres practices of hiring orienting and training of staff.
32. Collect analyze and report on data and relevant information as required.
33. Participate in research as determined by the Health Centre.
34. Adhere to all Health Centre policies.
35. Adhere to appropriate infection control practices including immunizations.
36. Perform any other duties as assigned by your supervisor.

Accountability
This position reports to the Manager Primary Care.

Qualifications
1. Post-secondary diploma or certificate in Medical Office Administration or equivalent experience.
2. Two years experience in a health care setting performing in a similar role.
3. Experience with electronic medical records systems. PS Suites in an asset.
4. Proficiency in the use of Microsoft Office Suite.
5. Proficiency in medical transcription or willingness to learn.
6. Superior organization and administrative skills with the ability to produce accurate work with a high attention to detail.
7. Good time-management skills with the ability to establish and successfully manage priorities based on shifting demands.
8. Demonstrated ability to communicate effectively in English both written and verbally.
9. Demonstrated ability to work collaboratively.
10. Experience working effectively with culturally and economically diverse populations including those who may have experienced trauma.
11. Ability to work independently as well as an effective member of an interdisciplinary team.
12. Ability to maintain strict confidentiality.
13. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.

Hours:
Monday Tuesday Thursday 9:00am 5:00pm
Wednesday 9:00am 5:00pm or 12:00pm 8:00pm
Friday 8:00am 4:00pm

Benefit Package
3 weeks paid vacation
Employer Paid Health & Dental Benefits
Employee Assistance Program
Optional Defined Benefit Pension Plan (HOOPP)

Application Deadline: October 10th 2025

The Health Centre values the diversity of its staff and welcomes applications from people of all races ethnicity religions culture sexual orientation gender identity and those with disabilities.
Individuals with a disability requiring accommodation during the application and/or the interview process should advise so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.
We appreciate all expressions of interest; however only those selected for an interview will be contacted.

Required Experience:

IC