Clinic Assistant

Primary Purpose: This position supports the clinical activities at the Family Medicine Unit (FMU), Regina Centre Crossing within the Department of Academic Family Medicine.

Nature of Work: The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The clinic assistant is responsible for providing clerical support to an active clinical family practice and core residency training site, in an academic medical education training facility.

Reporting to the manager, finance with direction from the unit director and team lead, the clinic assistant provides clerical support to the departmental primary care clinic area. The incumbent will work in a fast-paced environment under general supervision and as part of a team while working independently and maintaining confidentiality.

Typical duties and accountabilities:

• Work collaboratively with the integrated program scheduler to ensure residents and undergraduate leaners are effectively and efficiently integrated into the clinic scheduling

• Create daily clinic schedules within Med Access EMR for approximately 20 faculty and 24 residents within the family medicine unit; template each individual appointment spot for faculty and residents in order for them to see patients; organize using outlook calendar and excel in order to track when residents and faculty are away; book residents and faculty out of clinic and removing template to reduce disruption to patients scheduled for appointments; add schedules and appointment templates to the EMR when Undergraduate Clerks complete electives and urban core rotations at FMU; schedule other learners as required.

• Receive and action clinic schedule change requests from faculty and residents, ensuring changes are made within policy standards

• Provide clerical support to the unit director and team lead including, but not limited to, distribution of clinic mail, general unit account email monitoring, drafting, distributing, updating, and collecting documentation and correspondence, compiling and drafting agendas, letters, and administrative work standards

• Coordinate and support the scheduling and delivery of a variety of meetings for the unit, including but not limited to distribution of documentation, room and videoconferencing bookings, minute taking, preparing and tracking action items, and ensuring action items are completed

• Provide clerical support to the quality improvement committee including but not limited to scheduling and delivery of committee meetings, distribution of documentation, room and videoconferencing bookings, minute taking, preparing and tracking action items, and ensuring action items are completed

• Under the direction of the department’s finance division, reconcile and report point-of-sale transactions on a regular basis, following university financial policies and practices; and as required, work with the FMU billing clerk to ensure billing records related to point-of-sale transactions are reported and reconciled

• This position completes general office duties and other duties as assigned and will serve as back up to the integrated program scheduler as required. All work is to be completed in accordance with department, college and university processes and policies.

Qualifications:

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. A Medical Office Assistant certificate will be considered an asset.

Experience: Candidate must have a minimum three to five years’ experience providing administrative support within a fast-paced and highly dynamic primary care health clinic or a family medicine residency training site environment. Experience working in diverse and inclusive environments is required. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority rules, regulations and procedures would be an asset. Understanding of medical terminology is an asset.

Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; demonstrated excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); strong attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants must demonstrate efficiency with Microsoft Office software and would benefit from knowledge of University and College procedures. Working knowledge of Med Access or other similar electronic medical records program is required.

Department: Family Medicine (Regina)
Status: Permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:00-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.12 - 30.31 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):
Salary Phase/Band: Phase 4
Posted Date: 11/23/2022
Closing Date: 12/20/2022
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan's health and safety requirements for faculty, staff and students in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.