Patient Support and Receptionist

Staff - Union
Job Category
CUPE 2+50
Job Profile
CUPE 2+50 Salaried - Clinic Secretary/Clerk (Gr7)
Job Title
Patient Support and Receptionist
Department
Pharmacists Clinic Support | Faculty of Pharmaceutical Sciences
Compensation Range
$4,5+4.00 - $4,827.00 CAD Monthly
Posting End Date
May 8, 2025
Note: Applications will be accepted until 11:5+ PM on the Posting End Date.
Job End Date
Jul 3, 2026
This is a leave replacement.
This role is expected to start at Grade 7 Step 1
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
Provides front-line service to patients and administrative/technical support to the Pharmacists Clinic and Clinic staff, and supervises the workflow of student employees, and student volunteers. Acts as the go-to person of all MOAs working in the clinic supporting the Pharmacists in PCN Program to resolve or escalate technical / system issues. Oscar training and onboarding of new pharmacist. Assist students and clinician in their various projects.
Hours are 8:30am-4:30pm M-F.

Organizational Status
This position reports to the Manager, Pharmacists Clinic.

Work Performed
1. Clinical
Planning patient flow which includes ensuring a smooth flow of patients in the clinic, determining priorities, ascertaining clinicians’ availability to minimize patient wait time in exam rooms, and attending to clinician enquiries and issues.
Receiving and sending patient referrals, including urgent referrals, gathering appropriate information, creating charts, and updating patient database.
Registering patients in the Oscar Electronic Medical Record (EMR), preparing patient charts in the Oscar EMR and Kroll Pharmacy System.
Transcribing, proof reading and updating patient reports in the Oscar EMR, MS Word or Kroll Pharmacy Software.
Scheduling appointments, contacting patients for follow-up appointments, preparing patients for on-site appointments, coordinating faxes and follow-up from patient appointments.
Collecting feedback from patients.
Receiving visitors, fielding inquiries, answering and directing telephone calls.
2. Administrative / Clerical
Coordinates clinicians’ schedules.
- Onboards, trains and coordinates schedules of student employees, temporary staff on reception and administrative duties- reports to Clinic Manager on unresolved issues.
Acts as point person for all secure e-mail communications via MediNet.
Participates in the preparation of operational policies and procedures for the Pharmacists Clinic (including Oscar EMR and Kroll procedures).
Participates as an ongoing member of the Oscar EMR Committee for enhancements in the program
Acts as the point person for all MOAs working in the clinic supporting the Pharmacists in PCN Program to resolve or escalate any technical or systems issues.
Assists Clinic Manager in maintaining clinic supplies and equipment. Provides advice to Clinic Manager on equipment purchases based on research conducted.
Administers billing, claims submission and collection of payment from patients (cash, cheque or internal UBC journal voucher), third party payers and PharmaCare (via PharmaNet), and maintains records.
Prepares and organizes correspondence including mail, courier services, e-mail, faxes and scanned documents.
Incorporates a team approach in working and cooperating with other Clinic employees, other health care professionals, students and other members of the Faculty of Pharmaceutical Sciences.

Consequence of Error/Judgement
Requires planning and prioritization of duties - inability to complete tasks would result in lack of preparedness for patient care appointments and communication around patient care needs. Errors may have an impact on professional, regulatory (including privacy and security of patient information), and economic aspects of the Pharmacists Clinic. This position works with the public, and poor communication may impact on the department's credibility and reputation.

Supervision Received
This position works independently under minimal supervision and is required to make independent decisions using judgment based on knowledge of operations and clinic policies and procedures.

Supervision Given
Supervises at least six Work Learn students in their administrative duties in the clinic, and also coordinates the student volunteers for all outreach events. Supervises all MOAs appropriate use of the Oscar EMR system and addresses technology and learning issues.

Minimum Qualifications
High school graduation, plus one year of post secondary education, plus completion of a Medical or Dental Office Assistant program (including terminology), plus three years of related experience OR . An equivalent combination of education and experience

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Training or experience in medical/dental office preferred. Accurate typing speed of 50 wpm and experience using MS Word, Excel and Outlook. Familiarity with electronic medical records and PharmaNet desirable. Familiarity with Oscar EMR and Kroll Pharmacy System. Must have medical terminology and excellent spelling and punctuation skills.
Effective communication, organizational and interpersonal skills required. Attention to detail, ability to meet deadlines and work with interruptions. Ability to exercise initiative, judgment, tact and discretion, and to maintain confidentiality. Ability to work both independently and within a team environment. Read more