Job Assistant Program Manager in Toronto

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

Sinai Health is fully committed to a culture of belonging and an inclusive environment that attracts and retains a diverse workforce, at all levels of the organization, that reflects the communities we serve. We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons, and those from diverse backgrounds and experiences. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let us know through the Accommodation Phone Line at 416-586-4800, ext. 7050, or email HiringProcessAccommodation.msh@sinaihealth.ca .

To support us on our journey, Sinai Health System is looking for a Clinical Program Assistant to support our Temmy Latner Centre for Palliative Care.

The Clinical Programs Assistant (CPA) is a critical member of our Clinical Programs Team. Working collaboratively with the other CPAs, the overall functions of this role are to:

• Manage the patient referrals for home-based palliative care referrals
• Respond to patient information requests by the Latner Centre physicians
• Provide front reception duties
• Manage incoming and outgoing patient information
• Provide administrative support to the physicians, as required
• Monitor and submit billings to OHIP on behalf of all Temmy Latner Centre physicians
• Work collaboratively with the other Clinical Programs Assistants of the Temmy Latner Centre

Each Clinical Program Assistant will be assigned primary responsibilities from the list below, but may be expected to provide full coverage for all responsibilities as required.

A) Community-based program

Patient chart maintenance

• Electronically scan patient correspondence, uploaded into electronic medical records
• Input any patient updates for those in home-based care into the electronic medical record as requested by physicians

Patient intake and medical chart preparation

• Process all appropriate referrals for home-based palliative care
• Follow-up with referral sources who submit incomplete referral forms
• Create electronic chart and enter all relevant information into the Electronic Medical Record database accurately and in a timely fashion.
• Request any additional patient information requested by Latner Centre physicians, including notes and lab results

Patient booking and referrals

• Initiate patient referrals to out-patient clinics as requested by the home-based physicians
• Initiate patient referrals to other palliative care programs for patients who move outside of our catchment area
• Schedule home visits, as requested by the home-based physicians

Communication

• Fax all new referrals, waitlist and active list to health care partners (e.g., Community Care Advisory Centres)
• Provide on-call physician with a copy of the active patient list, if applicable

B) Reception

• Answer main telephone line, responding to requests or forwarding calls as appropriate
• Monitor the Centre’s general voicemail, email accounts and fax folder, responding or distributing as appropriate
• Greet visitors to the Centre and respond to their queries
• Book patient procedures at the request of physicians

Outgoing patient information
Consult notes

• Review and format dictated notes
• Work with physician to finalize notes
• Upload final notes to electronic medical records
• Forward final notes to all appropriate referring health professionals

Patient letters/form

• Prepare and submit patient insurance letters/documentation, at the physicians’ request
• Upload into electronic medical records

Palliative care unit referrals

• Fax Palliative Care Unit referrals as requested by physicians
• Upload referrals to electronic medical records

Bereavement cards and death notices

• Prepare Bereavement cards for physicians’ signature and mailing
• Send death notices to all appropriate health professionals
• Keep records of the death notices that have been sent

Incoming patient information coverage

• Monitor incoming faxes for any patient-related information (e.g., lab and imaging results), and upload to the electronic medical records system
• Notify physicians of any urgent patient related-information in a timely manner
• Forward incoming referrals to Children’s Centre Administrative Assistant as appropriate

C) Physician billing

• Receive and report Shadow Billing and After Hours billings
• Produce claims and submit billings to OHIP
• Download error reports weekly and resubmit corrected billings
• Reconcile billings against Remittance Advice and report any discrepancies to OHIP
• Provide Finance Coordinator with reconciled report for payment to physicians monthly
• Issue invoices for private or refugee billings
• Submit to OHIP reciprocal billings for patients who have health insurance in other provinces
• Respond to physician inquires about their billings

D) Call Schedule

• Prepare the quarterly call schedule for the home-based and hospital-based programs, in collaboration with the Home-Care Lead Physician
• Inform Locating daily of any changes to the call schedule
• Attend relevant Latner Centre meetings, including weekly Administrative Team meeting and monthly Business Meetings
• Operate equipment in a safe working manner. Practices good safety and housekeeping habits and demonstrates familiarity with disaster, fire, search and other emergency procedures. Promptly reports accidents or incidents and cooperates fully in any investigation.
• Perform other duties as assigned

• Successful completion of a Medical Secretary or Medical Office Assistant Diploma from an accredited educational institution
• Minimum of 2- 4 years of recent medical secretarial experience working in a clinic/health care environment
• Applicants with proven equivalent recent and related training and experience may be considered
• Experience maintaining electronic health records
• Experience preparing and submitting physician billings
• Excellent organization and time-management skills
• Excellent telephone and interpersonal skills
• Demonstrated quality patient service
• Strong understanding of medical billing practices
• Advanced technical skills and proficiency using electronic medical records and MS Office (Word, Excel, PowerPoint, Outlook)
• Demonstrated effectiveness to work under pressure and routinely meet deadlines
• Self-directed with an ability to make decisions and to exercise good judgment
• Confident organizational and time management skills with a flexibility to adjust to priorities
• Demonstrated professionalism; ability to work with a variety of individuals in a co-operative manner both independently and as part of a team
• Ability to work accurately and effectively in a fast paced environment
• Demonstrated satisfactory work performance and attendance history