The UPEI Health and Wellness Centre is seeking a Medical Office Assistant to provide reception and office operational support. The successful applicant will report directly to the Director of the Health & Wellness Centre. The nature of this position requires an individual who is efficient in a multi-tasking work environment, has high levels of competencies in office-related computer technologies, experience using the CHR, experience scheduling patients and physician billing, an ability to work independently, excellent analytical and planning abilities, strong motivation and exceptional interpersonal skills.

RESPONSIBILITIES:

• Preparation of charts for new patients, updating charts for current patients; prepare billing sheets for each provider as required; preparing charts for the next day, filing paper charts, preparing diagnostic reports for review and then filing, faxing consults, prescriptions etc., booking follow up appointments, labelling specimens brought in (STI Clinics), scheduling immunization clinics.

• Schedule clinic appointments for staff, faculty, students, families and other patients at the Health & Wellness Centre (physician, NP, RN, LPN, etc.) in the Collaborative Health Record (CHR).  Patient visits may be in person, virtual or via telephone. 

• Prepare the patient lists each day per provider. Includes working with visiting specialist physicians (e.g. pediatrician and psychiatrist) and their office staff to coordinate visits to UPEI Health & Wellness Centre.

• Billing – preparing billing sheets in advance; performing billing procedures for international students and following up on requests for patient records.

• Representing the Health and Wellness Centre as the initial point of contact with students, faculty and staff to provide general information, information on policies and procedures, to schedule appointments and ensure follow-up as required.

• Providing reception support to students, faculty, staff and families who visit the Health & Wellness Centre.  This includes receiving and distributing incoming mail, and presenting a friendly, professional, empathic attitude and possessing critical thinking skills to meet customer service needs. 

• Attending to general accounting duties, including reconciling and generating reports, preparation of billing including patient and insurance claims, and assisting with monitoring of budgets, including requisitions and other forms to meet operational needs.

• Checking and maintaining the required inventory (supplies and equipment) and prepare requisitions and other forms to meet operational needs.

• Maintaining discretion, confidentiality and continuity of service for all clients, and assisting in maintaining positive communications with outside agencies and stakeholders.

• Receiving test and lab results for clinicians of the centre; communicating this information to the Health and Wellness Centre professional responsible and schedule appropriate follow- up as required. 

• Ordering vaccines and coordinating immunization clinics/appointments in a timely manner. 

• Coordinating and managing student health insurance. 

• Providing administrative and clerical support to the Director of the Health and Wellness Centre including processing of a wide range of documents and correspondence, preparation of meeting agendas, taking of minutes, tracking of action items, distribution of meeting materials and assisting with planning meetings and events.
• Compiling and organizing information related to health records, policies and protocols, and establishing and maintaining administrator filing systems and mailing lists. 

QUALIFICATIONS: 

• Successful completion of a two-year post-secondary program in office administration or medical support services program with two years related experience. Knowledge/experience with medical/health terminology is required.

• Proficient in the CHR, Microsoft Word, Excel, MyUPEI, E-Mail, Pentaho, and other major office-related software including internet searching and data management programs.

• Possess strong interpersonal communication and organizational skills

• Possess intercultural competence and function as an effective member of the team

• Demonstrated ability to problem solve in a fast-paced environment

• Demonstrate superior customer service orientation and attention to detail

• Ability to maintain confidentiality and discretion

• Familiarity with University regulations and policies will be considered an asset