HOOPP: The CFHT is a participating employer of the Healthcare Ontario Pension Plan (“HOOPP”).

Position: Administrative Assistant – RAC/MSK

(1.0 FTE with benefits)

Reports To: Program Manager

Position Summary:

The Family Health Administrative Assistant will play an integral role in the success of the Family Health Team (FHT) by assisting with the achievement of our vision, mission and goals. The job incumbent will provide administrative support to ensure efficient operation of the office by supporting managers and employees through a variety of tasks related to organization and communication.

This position may require flexible schedule of availability to work possible evenings, nights/weekends.

Roles and Responsibilities:

· Assist the FHT administrative department with support and program development for designated programs, including chart maintenance, patient appointments, and reception duties

· Provide cross-coverage and administrative support to other CFHT programs as required, including patient check-in and check-out, answering phones, managing inquiries and referrals, and supporting front desk operations during peak periods, staff absences, and vacation coverage

· Call patients to remind them of their appointments and assist with re-scheduling

· Serve as primary point of contact for patients, caregivers, and community partners, providing professional and courteous service, responding to inquiries, and assisting with appointment coordination

· Collaborate closely with physicians, Advanced Practice Provider (APP)’s, administrative staff, and external healthcare partners to support efficient and effective service delivery

· Communicate regularly with regional partners

· Work with the team on the internal referral process

· Receive and manage referrals from the Central Intake Office (CIO) for the Low Back Rapid Access Clinic (LBP RAC)

· Access and retrieve diagnostic imaging through secure online portals to support Advanced Practice Provider (APP) and Practice Lead (PL) assessments

· Communicate and coordinate with various specialists and primary care providers to request and share patient information as needed

· Assist Advanced Practice Providers (APPs)



by organizing patient information, preparing clinic documentation, and facilitating smooth clinical workflows

· Share relevant clinical information with patients as directed, ensuring clarity and confidentiality

· Compose material using correct grammar and spelling

· Exercise tact and discretion in dealing with patient issues

· Arrange all logistics of meetings, groups etc.

· Help maintain the flow of the office during busy peak times (i.e.: lunch) (backup for vacation and sick time with other admin staff in the FHT) and provide general backup to administrative staff as required

· Coordinate, generate and oversee the gathering of monthly information for reports to MOHLTC

· Scanning and transcription if required

· Open and distribute mail

· Order supplies if required

· Attend any meetings as requested and take minutes if required

· Continually upgrade skills and knowledge to meet the demands of the position

· Maintain current knowledge of policies and procedures

· Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act by exercising a high level of care in protecting confidential and sensitive information of clients, their families, personnel and the FHT organization

· Use the most effective and efficient method to deliver services while continuing to improve the quality of same

· Work in compliance with Health and Safety laws adhering to safe work practices and procedures established by the CFHT

· Other duties as required

Skills/Knowledge Requirements:

· Advanced skills in Microsoft Office, as well as Internet research skills, fully understands the EMR system

· Ability to manage multiple competing priorities while maintaining accuracy, confidentiality, and timely follow-up of referrals,



appointments, correspondence, and other administrative tasks

· Works well in a team environment and works collaboratively with all team members including physicians

· Well developed communication skills, written and spoken

· Ability to work independently with minimum supervision

· Ability to coordinate large amounts of information and documentation for various meetings and events, as well as minute taking skills

· High degree of accuracy and attention to detail

· Exercises positive judgment and shows a willingness to take on new challenges

· Demonstrate strong organizational skills with the ability to prioritize and maintain a variety of activities

· Knowledge of the Family Health Team model an asset

Education/Specific Job Requirements:

· Post-Secondary school diploma or degree in Medical Administration or Business Administration an asset

· Certificate in medical terminology an asset

· Ability to work evenings, if required

· Experience with the EMR system - Telus PS Suite, is an asset

· Police Record/Vulnerable Sector Check

· It is a condition of your employment that you receive the necessary vaccinations to protect against infection of COVID-19, or any similar infectious diseases, which may be recommended by governmental and public health authorities from time to time.

Experience:

· Three to five years administrative experience in a health care setting

Please submit cover letter and resume including position title in subject line to: [email protected] The Couchiching Family Health Team supports diversity, equity and a workplace free from harassment and discrimination. The CFHT is committed to an inclusive, barrier-free recruitment and selection process and workplace. If you are contacted to participate in our recruitment process, please advise the interview coordinator of any accommodations.

The CFHT has an Accommodation Policy and Procedure to ensure you have access to a fair and equitable process. While we thank all applicants, only those contacted for an interview will be acknowledged.

Pay: $43,000.00-$56,000.00 per year

Work Location: In person

📌 Administrative Assistant – RAC/MSK (Orillia)
🏢 Couchiching Family Health Team
📍 Orillia