About Us

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person-centred approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect.

Position Summary and Scope of Service

The Administrator, Medical Services, provides key support to the Medical Director and the Director, Health & Transition Services (H&TS), ensuring efficient and effective use of medical, dental and related health services, both in-house and via contracted providers.

The Administrator, Medical Services oversees the scheduling of on-site and community-based medical clinics, ensuring the smooth flow of information between service providers and individuals accessing these services.

The Administrator, Medical Services coordinates and oversees the work of other Administrative Assistants in HTS and works collaboratively with staff within the Program and Organization.

The Administrator, Medical Services oversees the systems and processes involved in the operation of the on-site dental clinic, including scheduling, billing, supply acquisition and results reporting. Supports the Director in contract revision and renewal process and ongoing evaluation of service needs.

The Administrator, Medical Services monitors the delivery of contracted services (lab, pharmacy, x-ray / EKG, dental, physicians, Nurse Practitioners, etc.) and advises the Medical Director and Director, Health & Transition Services regarding opportunities for improving efficiency or effectiveness.

Qualifications

Education:

Post-secondary education in Business Administration / Management studies; other related education may be considered

Meets any required competency and continuing education standards

Demonstrated commitment to lifelong learning

Professional:

Minimum of two (2) years' experience in office administration within a Health Services environment; other related experience may be considered

Demonstrates leadership skills

Experience working as a member of an interdisciplinary team

Experience with Microsoft Office suite (including Word, Excel, Outlook and PowerPoint)

Knowledge of relevant legislation and regulations applicable to the services provided by St.Amant (e.g. the Child & Family Services Act, the Vulnerable Person's Living with a Disability Act, etc.)

Personal:

Ability to work with minimal supervision as well as a collaborative team player in a team environment

Ability to organize and prioritize work in a fast-paced environment

Ability to generate ideas to improve work procedures and contribute to an environment that fosters growth, development and innovation

Superb interpersonal ability to establish and maintain positive and productive working relationships with humility and self-awareness

Ability and willingness to give and receive honest, balanced feedback

Demonstrates competence and character that inspires trust

Acts with integrity and respect in all interactions

Values and commitment to continuous self-growth and professional learning

Self-motivated and possesses excellent organizational and communication skills (written and oral)

Positive and creative problem solving skills

Duties and Responsibilities

Program/Service Support:

• Provides direct administrative support to Medical Director and Primary Care. Practitioner group letters, meeting agendas and minutes, transcription and report preparation, facilitating computer systems access and troubleshooting access challenges in collaboration with IT
  
  • Coordinates the Physician on-call schedule and circulates physician coverage schedules as required
  • Serves as a central communication hub for the physician group
  • Coordinates the scheduling of specialty medical clinics, ensuring space / supplies and supports are arranged so the physician's time is most effectively utilized
  • Maintain statistics on clinics scheduled / held / attended, etc.
  • Supports Primary Care Practitioner tri-annual meeting, arranges catering, develops and circulates agenda, Attends meetings and records minutes, circulates minutes post-meeting
  • Supports Pharmacy and Therapeutics committee meetings schedules, develops and circulates agenda, attends and records minutes and circulates minutes post-meeting
    

• Coordinates provision of dental services by the Centre for Community Oral Health (CCOH) of the University of Manitoba College of Dentistry, Faculty of Health Sciences
  • Schedules dental clinic and hygiene clinic days in consultation with the CCOH and in accordance with the terms of the service contract.
  • Tracks dental service provision for residents of Health & Transition Services and community clients attending the dental clinic
  • Processes billings and remittances for including EIA funding in coordination with Accounting Services
  • Supports the Director in meetings with CCOH, EIA
  • Facilitates supply acquisition and maintenance of dental clinic and reconciles supply and service invoices from CCOH
  • Communicates with Primary care providers, service agencies, and Community Service Workers regarding referrals and eligibility
  • Submits and tracks predetermination requests for dental services
  • Supports the Director in review and renewal of service contract on an annual basis

• Provides direct administrative support to the Director, Health & Transition Services
  • Serves as the central communication hub for x-ray service, EKG service and Lab services
  • Monitors / tracks service statistics relative to budget and/or contract
  • Facilitates supply acquisition and reconciles invoices received from MD Practice Solutions (EKG) and DSM /Shared Health Manitoba (Lab services)
  • Supports policy review and revision process with respect to medical services, ensuring that manuals remain current
  • Provides support to Radiology and Pharmacy scheduling and payroll
  • Coordinates workflows and assignments of the HTS Administrative Assistant team and manages their payroll and time off requests

The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset.

St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process.

As a condition of employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check.

As a Condition of Employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.