Job Description

Position: Clinic Clerical Assistant

Program: IHS Partnership

Status: Temporary Full Time

Role Level: Admin/Clerical (AC03) $24.90- $31.09

Site: Bristol Circle

Hours Of Work/Shifts

Posted: March 31, 2026

Internal Deadline: April 7, 2026

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030 , we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities

Transforming healthcare through innovation, Insight Health Solutions, fully part of THP, is a provider of third-party assessment, rehabilitation and disability management services e.g., WSIB, insurer, employer. Insight health solutions has grown significantly over 25 years to be a leading provider of hospital-based third-party clinical services across Ontario to a broad spectrum of customers and clients. Insight Health Solutions works closely with other innovative, entrepreneurial and evidence-informed groups and programs to exceed our customer and client needs.

Job Duties And Responsibilities

Reception (Patient/People Engagement/Experience)

• Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room, providing assistance as required.
• Registers patients, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
• Explains hospital/department policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).
• Answers the telephone, sends/receives faxes, responding to enquiries within scope of authority, or directing to most appropriate person.

New referrals processing and information management

• Receives and logs incoming referrals, reviews for completion, follows up as required
• Enters patient information and appointments into Epic and other systems e.g. Jane including booking appointments
• Assists new patients completing required questionnaire, responding to questions within scope of authority
• Ensures patient discharges are processed and charts are properly disseminated to send to Health Records as required

Patient Administrative Services

• Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care.
• Update patient demographics (e.g. add contacts and relationship).
• Collects information for registration, billing and accommodation
• Navigating patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel/management.
• Books outpatient new and follow up appointments, triaging referrals as Cancels appointments and follows up with patients for rescheduling of visit.
• Explains test/visit preparations as required within scope of authority
• Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, follow up on missing results, etc.
• Books interpreters for patients as needed
• Arranges for transportation for patients as required (e.g. those staying in nursing homes).
• Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

Clerical Administration and Operation of the Department

• Creating and managing Physician booking as required.
• Orders requisitions and maintains office/medical supplies; counts and labels inventory as required.
• Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient's healthcare plan and provides invoice. Liaises with Accounts Receivable as required (TBC).
• Attend and contribute to unit huddles
• Complete unit checklist
• Open, sort and distribute incoming mail and other materials
• Takes, prioritizes and relays messages for staff and/or Locates staff, pages healthcare professionals as required.

Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities

• Supporting staff and leadership in into the scheduling and timekeeping system and finding the information as required
• Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing.
• Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners

Epic-Specific Job Duties And Responsibilities

• Update patient demographics entered in EPI