Administrator

Position: Aurora-Newmarket Family Health Team (ANFHT) Administrator

Qualifications: Appropriate education and relevant experience

Reporting to: ANFHT Executive Director

Governing Body: N/A

Revision Date: June 20, 2024

Job Summary:

The Administrator will play an integral role in the success of the Aurora-Newmarket Family Health Team (ANFHT) whose primary function is to work collaboratively with the members of the ANFHT.

The Administrator position encompasses the primary areas outlined below:

· Oversee and direct team members on tasks and assignments as necessary and in coordination with the Executive Director

· Assess ongoing workflow and provide feedback and make recommendations for the teams’ rotation schedule

· Monitor team members’ attendance; work with Executive Director to ensure coverage and re-arrange duties of team members during vacation planning and absences

· Receive calls (texts) for absences and lateness. Track and submit monthly to the Executive Director.

· Train and guide new team members in coordination with the IT Administrator

Education and Qualifications:

· Diploma or certificate in a Medical or Business Administration program an asset

· 3 years work experience in an administrative position, preferably in a health care organization

· Understanding of the Ministry of Health and Long Term Care/Ontario Health an asset

· Familiarity with a MAC OS Environment

· Excellent customer service skills

· Excellent Information Technology skills, including proficiency in computer applications: Windows, Microsoft Office, EMR (preferably Telus Health)

· Understands the working and maintenance of all office equipment including (but not limited to) computers, printers, scanner, fax, photocopier, label makers, telephone system, AV Equipment

· Excellent written and verbal communications skill

· Valid Driver’s Licence and access to a vehicle is required (compensated for mileage)

Roles & Responsibilities:

· Maintain current working knowledge of the Aurora-Newmarket FHT policies and procedures, ensuring that all relevant documentation is current and accurate

· Participates and conducts meetings with Executive Director to update and plan changes, improvements to the workflow and office functionality

· Assist the Executive Director and all Physicians in ensuring administrative and operational needs are being met

· Organize administrative support for the day to day operations of the FHT

· Backup, problem solving with any area of FHT that needs assistance

· Assist Medical Receptionists with duties as needed

Roles & Responsibilities continued:

· Manage vendors and outside resources

· Work with Executive Director to bring our capabilities to the latest standards within our funding parameters

· Attend any meetings as requested or required

· Support Quality Improvement Initiatives and participate on the Quality Health and Patient Safety Committee

· Participate and provide input in the recruitment process to ensure the Executive Director is supported

· Respond to security system or phone system inquiries as required

· Keep up to date with organizational events, policies and changes both internally and with our community partners

Billing Roles and Responsibilites:

· Responsible for all medical billing including OHIP, third party and FHO remuneration for all physicians

· Transfer of patient charts

· Liaison with MOHLTC for billing inquiries/issues

· Mismatch claims, correction claims

· Responsible for financial transactions for patient services not covered by OHIP

· Enrolment/reconciliation for MOH/OHIP and internal process

· Version code corrections – contacting patient for information, re-billing

Team Development:

· Contribute to the efficient functioning of the organization and the attainment of goals

· Promote awareness of the ANFHT services and programs

· Uphold a positive job attitude; maintaining a safe and healthy work environment

· Demonstrate a willingness to assist others working in a team-centered environment by working collaboratively and support all team members

· Demonstrate flexibility in accomplishing tasks

· Participation in Southlake Community OHT

Skills and Abilities:

· Ability to assess urgency of concerns

· Courteous, empathetic

· Excellent communication skills by utilizing the appropriate methods and styles of communication

· Organizational skills

· Ability to multi-task

· Problem solving skills

· Telephone proficiency

· Knowledge of uninsured services

· Working knowledge of EMR system (Telus Health)

· Maintain advanced access system and work with team members to ensure Physicians/IHP schedules are balanced and accurate, making changes as necessary

· Demonstrated ability to work with a team and work independently

· Ability to deal with multiple requests, calls and prioritize work

· High degree of accuracy and attention to detail

General Accountabilities:

· Quality of Care, patients are to be treated with professionalism and empathy at all times, during all situations

· Participates in ensuring that all patients are seen in a timely and caring manner, communicate and deal with patient concerns

· Respect

· Support all team members to ensure a cohesive, positive working environment

· Open and prepare office for daily operations

· On-call when required, after hours/weekends for projects and office changes

Communications Skills:

· Expresses self clearly & concisely – both written & verbal

· Listen & respond effectively, be open and non-judgmental

· Open door working relationship with the IT Administrator and Executive Director

Confidentially of Information:

· Ensures adherence to the freedom of information act and protection of privacy (as outlined in PHIPA)

· Exercise reasonable care with caution in protecting confidential and sensitive information related to patients and personnel

· Exercise current and continued knowledge of PHIPA

The Aurora-Newmarket Family Health Team is committed to an inclusive, barrier-free recruitment process. Appropriate accommodations will be made available in all aspects of the recruitment, selection and/or assessment process to applicants with disabilities. If you require any accommodations for equal participation in the application, interview or selection processes, kindly contact us and we will endeavor to provide a suitable accommodation in a manner that takes into account your individual accessibility needs.

By submitting your job application you acknowledge and agree that as a condition of employment you will be required to submit proof of full COVID-19 vaccination.

Job Types: Full-time, Fixed term contract
Contract length: 18 months

Pay: $48,000.00-$50,000.00 per year

Benefits:

• On-site parking
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Administrative experience: 3 years (preferred)

Work Location: In person