Job Description

Position Title: PCN Administrative Coordinator Position Type: Full-time, 37.5 hours/week

Reports to: RPCN Program Lead

Job Summary

The PCN Administrative Coordinator must be able to work collaboratively with a range of health professionals and communicate respectfully with culturally diverse patients. You will have regular contact with staff and physicians who work in Richmond clinics. As the PCN Administrative Coordinator, you will play a vital role in ensuring the PCN initiative meets its goals to provide accessible, high-quality care to Richmond residents.

Organizational Status

The Richmond Division of Family Practice (RDFP) is a local non-profit society that is part of a province-wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The Richmond Division has over 300 physician members, is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BCs Ministry of Health, and community organizations.

Richmond has embarked on a multi-year journey to transform primary care in Richmond through the implementation of Primary Care Networks. The Richmond Primary Care Network (PCN) program is a joint venture led by the Richmond Division of Family Practice and Vancouver Coastal Health-Richmond supported through funding from the BC Ministry of Health. In Richmond our initiative is based on the recruitment of new FPs and NPs to the community, supporting patient medical homes in relation to care integration, provision of an attachment program for people seeking a primary care provider and delivery of team-based care staffed with allied health, nursing, and clinical pharmacy professionals.

Work Performed

Utilize a computerized scheduling system, schedule and book patient appointments and follow-up appointments which includes booking complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both patient and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.

Perform referral functions including duties such as gathering additional/missing information, performing data entry, and receiving and processing related paperwork.

Schedule new referrals based on established criteria and works with physicians, clinic nurses and other allied health professionals to appropriately schedule referrals based on clinical indicators.

Works onsite, greets and directs clients, health professionals and visitors and responds to general inquiries in a positive manner.

Supports patient clinics, monitors patient waiting areas, directs patients accordingly, takes patients into exam rooms, etc.

Coordinates health professionals schedules with MOA and primary care providers; organizes virtual visits with patients on behalf of the health professionals.

Processes incoming referrals and populates/updates/validates patient bookings into calendars.

Books new and follow-up appointments, and provides confirmation calls to patients as required.

Oversees calendars and document hubs.

Faxes information to referring primary care providers.

Uses various software programs including PARIS, Care Connect and Pathways.

Supports attachment efforts for unattached patients via an online web registry and list of primary care providers accepting patients.

Provides planning and hosting support for team webinars and virtual meetings

Receives, sorts, and directs incoming packages, mail, and faxes.

Enters statistical data for the collection of key performance measures for organizational and provincial reporting.

Provide administrative support to PCN leadership.

Participates in team meetings, contributes to role development, collecting evaluation data and ongoing quality improvement efforts.

Working Conditions

The PCN Admin Coordinator position requires Monday to Friday in-person attendance at an office location in Richmond, BC. Residency in the lower mainland is required and the position cannot be delivered from a home office.

Qualifications

Minimum of 2+ years experience in an administrative role in a healthcare setting

Minimum of 2+ years experience with a healthcare Electronic Medical Record (EMR) system, Microsoft Office including Excel, email

Diploma/Certificate in Administration or Medical Office Assistant considered an asset

Effective and clear communication skills (written and oral)

Ability to multitask and prioritize with a high level of organization

Ability to manage a great quantity of tasks and ensure follow-up and completion

Strong attention to detail

Works well as part of a team but maintains focus and initiative to work independently

Availability to attend and participate in clinics/events/meetings located in Richmond, at times that may include early morning, 0730 start, or that end at 20:30.

Language - Cantonese/ Mandarin is required

Job Types: Full-time, Permanent

Pay: From $50,000.00 per year

Benefits:

• Dental care
• Extended health care
• Pension Plan
• Vision care

Schedule:

• Monday to Friday

Education:

• Secondary School (required)
  

Experience:

• Administrative: 2 years (preferred)
• Healthcare: 2 years (required)
• Medical Office Assistant: 2 years (required)

Language:

• Cantonese/ Mandarin (required)

Work Location: In person