Responsible for providing broad administrative and clerical assistance to Patient Care teams; for linking the care coordinators/placement coordinators to the patients and/or external stakeholders; resource of information for patients and/or external stakeholders.
There are two functional areas within Care Coordination: Community and Access. Within the Community Care Coordination are specialty teams to address some of the unique service needs in our service area. Access refers to the Intake functions performed through our hospitals, community intake and after hours Patient Care Assistants.
Next Projected Hiring Date: September 14, 2020 with 4-6 weeks' Full Time paid orientation to start (required).
Core Duties - Responsibilities:
1. Provision of Functional, Clerical & Administrative Support to Care Coordinators
Communicates with all members of the team to ensure information is distributed and obtained appropriately. Collects sorts and distributes mail, various forms, lists and documents to and from Professional Staff and external stakeholders
Triages referrals to the appropriate teams
Obtains and confirms consent regarding referrals
Validates the patient's OHIP card number
Maintains an efficient filing system of confidential patient records and related information ensuring availability when required by Professional Staff.
Provides telephone and voicemail support within designated client service teams on behalf of Professional Staff by taking and relaying messages, referring calls to an available Professional Staff member or taking action in response to caller’s needs where appropriate.
Provides information to patient and others regarding programs, services, benefits, procedures and other related information.
Follows established guidelines, when assigning new or transferred patient files to the appropriate staff and prepares patient charts and patient assessment packages.
Processes requisitions, service/supply/ equipment orders, client privacy letter, school letters and other form letters and documents related to Patient Care
Uses computer program or faxes service orders and assessments to ensure delivery of services.
Liaises with staff, service providers, patients, physicians, pharmacies and suppliers regarding patient's service status, deliveries, discrepancies and delays in provision of supplies or services.
Enters data and/or accesses patient information system as required (e.g. discharge, on hold, rejected entries, corrections, admit/non admit, registration/intake, change of address/transfer).
Processes cancellation of patient services upon discharged from CCAC.
Works collaboratively with Professional Staff to maintain calendars
Enters changes regarding scheduled visits.
Books/changes routine home visit, patient/family conferences, and reserves conference rooms as directed by Professional Staff.
Arranges patient transportation (ambulance) as authorized by Professional Staff.
Maintains wait lists as required.
Reviews patient records following discharge to ensure completeness and order, and initiates appropriate action, i.e., preparing forms, notifying service providers.
Compiles statistical data for management purposes.
Investigates and authorizes suspended billing.
Maintains team in/out schedule.
Maintains organized and stocked work environment with regard to office supplies and/or forms.
Initiates and monitors drug cards.
Processes service orders and maintains market share for the provision of nursing, therapy and homemaking services.
Monitors routine service extensions and obtains authorization for continued service.
Problem solves billing discrepancies with service providers at the direction of Professional Staff.
Answers telephone inquiries related to service orders and/or changes in billing from service providers.
Responsible for providing micro-transcription services as needed.
2. Patient Safety
Promotes patient safety in alignment with the Vision, Mission, Values and Strategic Directions of the HNHB CCAC.
Works within the basic principles of patient safety by doing the right thing for the right client, using the right method at the right time.
Adheres to HNHB CCAC’s client safety policies and procedures.
3. Other Related Activities:
Collaborates with team members regarding workflow coverage.
Provides coverage within the Patient Care department.
Acts as a resource for internal and external stakeholders
Precepts new staff. Acts as a resource to other staff to assist in orientation, implementing change and problem solving.
Assists with projects and new initiatives as they relate to position.
Participates in education events
Participates on committees.
Other related duties as assigned.
Completion of Secondary School, plus additional administrative/secretarial courses
Completion of courses related to the health care field preferred
Medical terminology course or experience
Minimum two years pervious experience in similar or related position
Experience with medical supplies is an asset for access case management
Skills & Abilities:
Problem solving and decision making skills
Interpersonal and customer service skills
Collaboration with internal and external stakeholders
Planning and organizational skills
Flexibility during transition
Ability to work in a group environment (team setting) with frequent interruptions, multiple demands and deadlines
Criminal Record Check will be required upon offer
A facility in other languages is an asset.
Please read: There is no guarantee of hours in this position however, As per the Collective Agreement:
In order to maintain your employment status, Relief A employees must be available as follows:
For the purposes of assigning Relief Employees, a “Shift” commences on or after 8:30 a.m. and ends before or at 9:00 p.m. A “week” means a Sunday-to-Saturday period.
Relief Employees must be available from 8:30am until 9:00pm on the days making up their minimum availability. Once their minimum availability has been provided, Relief Employees may specify their availability on additional days as “days” or “evenings”. Extra or relief hours will first be offered to Relief A Employees within the branch to their full availability before being offered to Relief B or C employees, up to 35 hours per Sunday-to-Saturday week.
Relief staff must be available to work 5 out of 7 shifts (8:30am – 9:00pm), including one Monday or Friday per week.
Inclusive of the above, weekend availability will be assigned on a four week rotation (1 weekend every four weeks). Relief employees may switch their assigned weekend availability with other relief staff by providing a minimum of 14 days’ written notice to the scheduling team.
Relief staff may provide up to 4 weeks of unavailability per year (limited to 2 weeks during “peak periods” as defined below).
Relief staff must be available for at least six (6) paid holidays in each fiscal pay year including Christmas Day or New Years’ Day.
Relief staff must be available to be available to be contacted by text message until 9:00 a.m. on any day for which they have submitted availability in order that they can be assigned to work on that day.
For the purposes of confirming their availability, the Employer will provide Relief staff with Availability Templates which each Relief staff must complete and submit to the relevant by the 1st day of the month for the following month. Availability Templates must be submitted for the last week of June to the end of the first week of September by April 1st.
For the purpose of scheduling, “peak periods” includes the following:
Spring: March Break, plus the week prior to March Break
Summer: the last week of June to the end of the first week of September
Winter: the period from December 15 through to January 5