Job Category: Administrative/Clerical

Hospital Location: Newmarket ON

Job Type: Permanent, Part time

Number of Positions: 1

Union: SEIU CLERICAL

Minimum - Maximum Hourly Rate: $27.45 - $30.10

Why Join Our Team?

A people-first workplace environment that prioritizes belonging, wellness, and psychological safety.

Hybrid, virtual, and in-person working environment (where applicable).

Progressive health and dental benefit plans.

HOOPP pension plan with employer and employee premium sharing.

Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

About the role:

Program Clerical Support is a member of the team who works with the support of, and in collaboration with, all health care providers within the Department. The Program Clerical Support is responsible for reception, patient scheduling, word processing, and clerical functions, reporting to the Department Manager.Works under the direction of nursing staff and physicians to coordinate patient appointments and perform clerical duties.

What you’ll be doing:

Receive and greet patients, family members, visitors, and direct them to the appropriate personnel or waiting room for service

Respond to phone calls for patients regarding changes to scheduled appointments

Prioritize acuity of patient/family requests to appropriate team members

Answer incoming calls and respond to inquiries, or redirect calls and relay messages as appropriate to team members

Responsible for retrieving all relevant patient information from other hospitals or health care facilities, including, but not limited to, previous treatment records, DI, Lab, and pathology tests

Completes all referral out forms to external facilities, using up-to-date knowledge of facility-specific forms, policies, and protocols, from physician requests from both ambulatory and inpatient units

Maintain currency of patient electronic record, as required, following established policies and procedures

Demonstrate ability to read and understand patient care plans to assist with document collation and test/procedure requisitioning

Maintain patient records and charts. Program Clerical Supports are responsible for contacting patients to advise them of appointment dates.

Schedules and coordinates both internal and external appointments, as per policies, procedures, and protocols, to meet wait times.

Processes requisitions (electronic and/or paper-based) for tests and procedures

Correctly administers the booking

Functions as liaison with other hospitals and community care providers for patient information collation

Transcribe and process physician/Prescriber orders, including medication, laboratory, diagnostic imaging, and treatment orders.





Provide patients with a copy of their scheduled tests and treatment

Verifies patient demographics to prepare the electronic chart

Obtains data from Health Records, DI, Lab, and other departments to complete chart prep for next patient appointment

Chart prep clerk checks upcoming lab orders to ensure all tests ordered were entered and accurate

Performs cross-functional duties, as assigned

Performs other duties consistent with the classification, as assigned

What you bring:

Minimum Grade 12

Medical Terminology Certificate required

Diploma in Medical Office Administration OR evidence of a relevant and related post-secondary diploma from an accredited academic institution preferred

Minimum one (1) year of clerical duties in an acute care health care environment required. Demonstrated current knowledge and skill in the use of medical electronic health record systems. Proficiency with Meditech is preferred.

Current experience in computerized provider/physician order entry (CPOE) is an asset

Proficiency with Microsoft Office preferred

Demonstrates excellence in problem-solving and critical thinking skills

Demonstrated ability to prioritize, multitask, and function effectively (flexible and adaptable) in a busy, changing environment

Demonstrates strong customer service skills, with the ability to communicate effectively using both oral and written formats with patients, families, the public, colleagues, and other members of the inter-professional team

Demonstrated ability to work independently and collaboratively as part of a team

Maintains unit operations by following policies and procedures; reporting needed changes.

Maintains patient confidence and protects hospital operations by keeping information confidential.

Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

Contributes to team effort by accomplishing related results as needed.

Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.

Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

Models behaviour that is aligned with the values of Southlake Health.

Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role,



generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive.

Regular and reliable attendance is an expected requirement of this position.

We are committed to a selection process and work workplace that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.

Use of Artificial Intelligence (AI)
We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization.

Health & Safety Workplace Responsibilities
It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S; Act, as well as all Southlake OH&S; policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Commitment to Diversity and Inclusion
Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity-seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.

Anti-Oppression/Anti-Racism at Southlake Health
Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas.

Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health!

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📌 Program Clerical Support (Ontario)
🏢 Southlake Health Community
📍 Ontario