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Available opportunities are detailed below. Read the how to apply at the bottom of the job description.
Victoria Primary Care Network (PCN) - Clinical Office Coordinator
Reporting to the Victoria PCN Director
1-year contract with possibility of extension
The Victoria PCN is a network of local primary care service providers working together to meet the healthcare needs of the Greater Victoria population. It is a partnership between the First Nations Health Authority, local First Nations, Métis, Inuit and other Indigenous organizations, Victoria Division of Family Practice, Island Health, other community providers and patient partners. Strategic direction and oversight for the PCN is provided by the PCN Steering Committee. The PCN Clinical Office Coordinator is employed by the VDFP (https://www.divisionsbc.ca/victoria).
Reporting to the PCN Director and working closely with the Victoria PCN Team and Island Health team members, the Clinical Office Coordinator (Coordinator) will focus on supporting onsite and in-person clinical operations within the PCN. This is an ideal role for someone who thrives on developing efficient processes, has an exceptional attention to detail, experience supporting a non-profit society, good understanding of our healthcare system, and skilled in managing clinical operations.
Team-based care for the benefit of patients and providers is key to the vision of the PCN. Building and managing respectful relationships, working collaboratively with primary care providers and PCN and clinical teams, and adapting to various environments, is crucial to success. Integral to the organization, this role offers complexity and diversity in supporting excellency and efficiency within the PCN.
With the support of the PCN Team, the Coordinator will be responsible for setting up and stabilizing new PCN clinics and occasionally assisting with the integration of PCN resources into existing clinics. This will include organizing and coordinating efficient and effective office operations, and working with medical staff to support patient intake protocols.
Typical Day-Day Duties:
- Developing and maintaining filing and administrative systems, consistent with standard procedures and program needs, developing spreadsheets and entering information in various databases, generating reports as required;
- Participating as a member of the clerical team by identifying issues of concern and proposing ideas and solutions where appropriate. Assists in maintaining administrative procedure manuals, as directed by administrative coordinator;
- Completing purchase requisitions for the ordering of supplies, receiving and storing or distributing supplies.
- Working collaboratively in team environments with other medical professionals, such as Family Physicians, Nurse Practitioners, and other Allied Health Professionals.
- Supporting orientation of new administrative staff in new and existing clinics;
- Typing and formatting a variety of documents, letters, memos, technical reports, client file data, manuals, briefing material, and statistics, from handwritten notes, drafts;
- Proofreading material, clarifying content of documents with the author and suggesting possible revisions, revising and editing for style and format.
- Opening, date-stamping and distributing incoming mail; sending outgoing mail;
- Answering telephones, greeting clients at reception area, notifying appropriate staff
Duties specific to patient services:
- Scheduling appointments using Cerner Scheduling and/or Microsoft Outlook, and confirms clients for programs and/or services, and establishes and maintains waitlists
- Coordinating treatment room availability for in-person patient visits with medical staff
- Answering routine inquiries from staff, physicians, clients, families, members of the public concerning services and activities
- Determining from information received or observed behaviour whether a crisis/emergent situation exists and referring immediately to clinical staff if required
- Requesting, opening, updating, closing and archiving client chart in accordance with standard procedures
- Performing other duties as required
Education, Training and Experience
- Grade 12 graduation, plus additional courses in Microsoft Office and at least 5 years’ experience as a MOA and/or office coordinator.
- Experience working with the general public, including adults of all ages and youth with mental health and substance use issues.
Skills and Abilities
- Type at least 55 words per minute
- Proficient with Microsoft Office Application (e.g. Word, Outlook, Excel and Access)
- Able to operate related office equipment, e.g., photocopier, facsimile
- Strong oral and written communication
- Adept in dealing with multiple tasks and priorities
- Ability to work as a member of a client-focused team.
- Tactful, courteous and respectful manner when dealing with public
- Ability to act with discretion and maintain confidentiality
Conditions of Employment
- 37.5 hours a week
- Hourly rate up to $36/hour
- Work from clinic locations located within Greater Victoria area, starting with clinic located at Yates and Quadra.
- The position will be contracted by the VDFP (https://www.divisionsbc.ca/victoria).
- A valid driver’s license and access to a vehicle is preferred
Please send resume and cover letter to VictoriaPCN@victoriadivision.ca by Jan 21, 2022