Clinic Office Assistant and Scheduling Coordinator

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Job Title:Clinical Office Assistant and Scheduling Coordinator

Status:Full-Time, Permanent

Work Location: Mississauga

Days of Work:Monday to Friday, primarily. With some evenings and weekends to support extended clinic hours and services.

iScope Concussion & Pain Clinic is a specialized treatment and assessment centre offering a range of services and treatments with several locations across Canada. Our clinics use a variety of diagnostic tools to identify the root cause of a patient’s pain. Our team of highly skilled Physicians and Allied Health Professionals work together and provide a personalized treatment plan so our patients can feel better sooner. We are committed to helping patients manage their pain effectively and improve their quality of life, in addition to a seamless and positive healthcare experience while providing a high standard of care.

JOB SUMMARY

We are seeking a dedicated and organized Clinical Office Assistant and Scheduling Coordinator to join our team at iScope Concussion and Pain Clinics. As a Clinical Office Assistant, you will play a crucial role in providing essential administrative and operational support to the Clinic Manager to ensure the smooth functioning of our outpatient clinic. In addition, you will provide support to the Physician Scheduling Coordinators and act as primary Scheduling Coordinator of Botox patients liaising between referring physicians, patients and insurers to seek funding and book Botox treatment for chronic headache and migraine patients.

This role offers an exciting opportunity to contribute to the delivery of quality healthcare services in a dynamic and patient-centered environment.

DUTIES AND RESPONSIBILITIES:

• Processes referrals and assigning to appropriate waitlist folder (MVA, Non-MVA, General Neuro, Pain Clinic, CNC, etc.)
• Maintains incoming faxes related to patient prescription refills and imaging reports, clinical notes and record requests from law firms or other third-party stakeholders, referral updates and general inquiries from insurance companies.
• Creates all new Patient charts within the EMR systems once a referral has been received, this includes confidential information related to demographics, patient identification, family physician, and referring physician.
• Completes acceptance letters for all referrals and provides timely updates to the referring physicians, hospitals, walk-in clinics, or other providers, of the status of the referral.
• Responsible for signing and faxing consultation notes to referring physicians, as well as following up on incomplete referral documents.
• Collaborates with other departments related to patient workflow and patient care coordination.
• Monitor and responds to the info email inbox, promptly escalating patient complaints and other critical matters to the clinic manager for appropriate action.
• Responsible for monitoring and ordering stock and supplies for the clinic, including PPE.
• Primary liaison with clinic property manager to coordinate any necessary orders related to the maintenance of the clinic and patient parking vouchers.
• Provides front desk coverage based on operational needs.
• Scheduling and coordination of Botox treatment including: obtaining patient insurance information and submission and follow up on funding requests to ICBC and WSBC and completion and submission of extended healthcare and special authority forms; booking and follow up with approved patients; managing Botox orders and supply and prescriptions; and liaising closely with clinic Nurse Practitioner and Physicians on schedule availability, Botox supply and any patient issues or concerns.
• Provide support to Physician Scheduling Coordinators based on operational needs.
• Overall support of the clinic and Clinic Manager on the day-to-day operations.

EDUCATION, TRAINING, AND EXPERIENCE:

• Minimum two (2) years experience working in an outpatient clinic environment.
• Proficiency in using electronic medical record (EMR) systems and Microsoft Office Suite.

COMPETENCIES, SKILLS, AND ABILITIES:

• Knowledge of WSIB and EHC is an asset.
• Experience with MVA claims.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Exceptional organizational skills and the ability to multitask effectively in a fast-paced environment.
• Compassionate and empathetic demeanor when interacting with patients and their families.
• Knowledge of medical terminology and insurance processes is an asset.
• Ability to work independently and as part of a team, demonstrating a strong work ethic.

Job Types: Full-time, Permanent

Pay: $45,000.00-$50,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care

Work Location: In person