Health Office HR & Finance Assistant

University of British Columbia · Kelowna · CA$4,981–CA$5,713/month (stated in the posting)

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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Must be trained/credentialed as a Medical Office Assistant.

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
Within the context of a client-centered inter-professional model of care and in accordance with the vision and values of Wellbeing & Accessibility Services, and the AVP Students portfolio, the Health Office / HR & Finance Assistant is part of a team providing a full range of services in the support of client care.  Main responsibilities lie in performing clerical human resource and finance tasks to assist the Manager, Student Health Clinic in administering the Wellbeing and Accessibility Services directorate. Additional responsibilities include work with the established Health Clinic team to provide healthcare services to University students.   Duties range from routine to complex and include maintaining highly confidential records, correspondence and communication. This position requires exceptional judgment, the ability to work cooperatively and to respond with tact and sensitivity to a diverse student population.

Organizational Status
The Health Office / HR & Finance Assistant reports to the Manager, Student Health Clinic. Works collaboratively with health care professionals in the Student Health Clinic, and with administrative staff in the Office of the Associate Vice President Students, Financial Services, and Human Resources.

Work Performed
Customer Service Reception:

• Maintains a welcoming environment for students by ensuring their needs are a priority.
• Addresses inquiries at the front desk.  Checks in students for appointments, sends screening questionnaires and books appointments using the Electronic Medical Record Software.
• Assesses and triages student requests for medical care and support using departmental guidelines.
• Works closely with the clinical team to manage a smooth flow of clients.
• Screens, directs and/or responds to email and telephone inquiries for Student Health Clinic and Student Counselling Services.

Clinical Support for Health Care Professionals:

• Accompanies students/patients to examination rooms and attends health exams upon request.
• Cleans and sterilizes equipment and instruments. Cleans and sterilizes exam rooms between patients.
• Organizes equipment and examination rooms for diagnostic procedures and treatments as required.
• Performs minor diagnostic procedures and testing as requested by health care professionals
• Ensures examination rooms and other student spaces are well maintained using extensive and enhanced cleaning protocols.
• Orders and maintains all clinic supplies for Health Care Providers.
• Maintains detailed records for clinical maintenance of equipment.
• Ensures delivery and pick up services for products being sent to labs.
• Supports Campus Health Specialist with Pop Up STI Clinics and Nurse on Campus programs

Administrative Support:

• Supports Manager in all aspects of clinical setting.
• Receives diagnostic reports and files after review by health care professional.
• Reviews patient medical forms for completeness.
• Provides education to students on medical insurance processes.

Submits and track payments for third party billing – e.g., IMed.

• Manages payments and receipts for third party billings, prepares and sends invoices.
• Assists with written communication by transcribing assessments, reports, and other correspondence.
• Photocopies and faxes forms and other documents.
• Assists with preparation of resource materials (e.g., manuals, brochures,).
• Assists Manager by providing statistical information as requested.
• Provides some administrative support to Campus Wellness Promotion and Education health programming, and medical practicum students.
• Liaises with internal departments and other UBCO staff when required.
• Books appointments for specialists when required.
• Submits and follows up on IT and Facilities work orders for the Health Clinic.
• Sets up meetings, zoom calls, prepares and distributes meeting agendas and minutes as required.
• Submits MSP billings for health care professionals.
• Maintains website for any information changes
• Submits any events onto UBC Events page for Clinic and Counselling units.
• Monitors Touchnet payments on a daily basis.
• Assists Manager with HR and administrative tasks for staff (full time and part time), and paid student positions, and volunteer chaplains, as needed.
• Submits the recruitment Workday tasks for process of new positions in Wellbeing & Accessibility Services
• Maintains data entry of day-to-day expenditures for finance spreadsheets to assist Managers in WAS Directorate to maintain financial security of ledgers.
• Assists Manager with maintaining overhead revenue from contracted providers which includes data entry into Customer Aged Accounts Receivable spreadsheet.
• Assists Manager with financial transactions including journal vouchers, accounts, payable, deposits, invoicing, purchase requisitions, and credit card reconciliation
• Performs other duties, as required, to support the administration of services

Confidentiality

• All work performed and information obtained/held by the clinic is confidential.
• Work performed is guided by the CMA Code of Ethics and Professionalism as referred to BC College of Physicians and Surgeons – practice standards and professional guidelines.
• Submits requests for health care and stationary supplies to Team Lead
• Educates students in Medical insurance and processes

Consequence of Error/Judgement
All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize students' wellbeing, and result in increased risk to the university. Errors or incorrect decisions could result in direct costs, lost opportunities, and delays for students and staff. Damage to the unit's and to the University's reputation may occur if the incumbent does not deal tactfully and helpfully with students, parents, faculty members and others.  All external outlets for patient care are audited by the Ministry of Health and prohibit users from looking up unrelated medical records or the records of friends and family. Errors of decisions and judgment could result in damage to the Health Clinic, external audits, and a poor reputation.

Supervision Received
Works cooperatively in a team environment under the general supervision of the Manager, Student Health Clinic and with guidance from health professionals. Sets priorities and performs most duties independently, occasionally consulting the Manager with reference to new or complex problems, discrepancies and office issues.

Supervision Given
This position is not responsible for supervision of any staff.

Minimum Qualifications
- 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

• High school graduation with completion of Medical Office Assistant course at a recognized institute or alternatively a combination of training and related experience.
• A minimum of three years related experience in a health care office or clinic with a knowledge of medical terminology.
• Ability to use word processing, spreadsheet, database, scheduling and electronic mail applications at an intermediate level.
• Ability to complete tasks under pressure with frequent interruptions, be flexible, prioritize work and meet deadlines.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to compose routine correspondence using clear, concise business language.
• Ability to work both independently and within a team environment.

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