Clinic Receptionist

Employment type: full time Job Title Clinic Receptionist Starting Salary: $53,040.00 FTE Status and Hours 1.0 FTE 37.5 hours/week (including evenings and some Saturdays) Duration Permanent Reports to Clinic Manager Location On-site at both our Downtown (36B Prince Arthur Ave) & North York (940 Sheppard Ave West) locations Bargaining Unit OPSEU Local 5115 Planned Parenthood Toronto (PPT) is a fully accredited community health centre that provides primary health care services to youth 13 to 29 years, as well as health promotion programming, education, training and research to improve the health and well-being of Toronto’s diverse communities. We are currently seeking a permanent Full-time Clinic receptionist. This position will primarily support the clinic operations at our North York Satellite location (940 Shepard Ave. West) as well as have some regular shifts at our downtown location (36B Prince Arthur Ave) and will be expected to work up to 2 evenings a week and 1 Saturday a month. POSITION OVERVIEW The Clinic Receptionist is responsible for providing initial and ongoing contact to clients related to accessing primary health care, including sexual & reproductive health care. They are responsible for administrative duties related to clinic reception. The Clinic Receptionist provides clerical, administrative support and reception functions while maintaining a respectful and harmonious environment for clients and co-workers. The Clinic Receptionist operates using an anti-racist, 2SLGBTQIA+ and trauma-informed lens ensuring a welcoming environment for all who access virtual reception services or visit the front desk at PPT. They take extra care to ensure the reception space is comfortable and welcoming. SPECIFIC RESPONSIBILITIES and REQUIREMENTS Receptionist Duties: Ensure the clinic reflects an anti-racist, 2SLGBTQIA+, trauma-informed, safe, welcoming environment ensuring client confidentiality and privacy is upheld Screen visitors and clients in accordance with current infection prevention and control measures Receive, screen, and transfer phone calls Provide in-person and telephone reception and information to clients, the general public and other visitors Schedule, change, cancel appointments in Electronic Medical Records (EMR) system, including monitoring the reception inbox Create and update client information in EMR, ensuring charts are up to date electronically, including data entry and document scanning, at each client encounter Call and/or send email reminders to notify clients of upcoming appointments Send registration documents, forms to complete, surveys and other information to clients, as needed Monitor and respond to appropriate client emails sent to general Clinic inbox Support the sale of contraceptive supplies and medications according to agency policy and in compliance with regulatory dispensing requirements Daily monitoring and counting inventory of medications and contraceptives, notifying the Clinic Manager when stock is low Opening and closing of Point of Sale (POS) system and balancing cash out Track and reconcile, on a monthly basis, TTC fare distributed at reception Sort and distribute daily incoming mail and deliveries to the appropriate staff member; ensure that out-going mail is posted on a daily basis, and assist with courier pickups as needed Conduct general clerical tasks, including word processing, photocopying, faxing, data entry, etc. as assigned or directed by the Clinic Manager Provide general secretarial support and administrative assistance for the Health Services team Maintain condom supply as necessary in waiting room and client washrooms Participate in chart audits Perform additional responsibilities while clinic administrative colleagues are absent to ensure essential services are maintained as directed by the Clinic Manager Coordinate the pick-up and drop-off of lab specimens, ensuring timely transport and proper handling in accordance with clinic protocols. Physical Requirements: Must be able to work some evenings and Saturdays as required Frequent stair climbing, with ability to lift up to 30lbs., shelving and inventory of supplies, at times, being lifted above your head Other Responsibilities: Act in accordance with PPT’s Vision, Mission, Equity Vision, Values and Principles, and Policies and Procedures Work in alignment with the agency’s strategic plan Demonstrate openness and responsiveness to emerging client and community needs as identified by the agency. As it relates to your position fulfill responsibilities outlined by the agency’s funders Attend the agency’s Annual General Meeting Participate at staff and team meetings and other activities/meetings related to the agency, as requested Work in support of the agency’s commitment to be at the forefront in the utilization of technology to offer innovative programming and services Participate in the orientation and training of new staff as requested by the Clinic Manager or delegate Actively participates in agency’s accreditation process as directed by the Executive Director Actively participate in quality improvement activities and support a culture of quality improvement throughout the organization Contribute to a culture of philanthropy at the agency that may include participating in fundraising initiatives and/or acting as ambassadors for the agency Other duties related to the role or based on agency need, as required Identify and communicate issues and potential problems to the team and Clinic Manager QUALIFICATIONS AND FUNCTIONAL COMPETENCIES Minimum 2-year community college diploma in a related field -or- 1 to 2 years’ experience in an administrative or similar role An Individual who is highly organized, detail-oriented, punctual, and has the ability to meet deadlines will be well suited to this role Strong knowledge of administrative and organizational systems Demonstrated proficiency and knowledge using Microsoft Office, email and Internet Excellent written and verbal communication skills Proficiency and exp