Clinic Receptionist

Job Title: Clinic Receptionist

Compensation: $45,000 annually, prorated per FTE

FTE Status and Hours: 0.4 FTE – 15 hours per week

Duration: 2-Year Contract

Reports to: Clinic Manager

Location: On-site (2 clinic locations)

Bargaining Unit: OPSEU Local 5115

Planned Parenthood Toronto (PPT) is a fully accredited community health centre that provides primary health care services to youth 13 to 29 years, as well as health promotion programming, education, training and research to improve the health and well-being of Toronto’s diverse communities.  

We are currently seeking a part-time, 0.4 FTE Clinic Receptionist (15 hours per week) for a 2-year contract with the possibility of extension. This position will primarily support the clinic operations at our North York Satellite location (940 Sheppard Ave. West) as well as have some shifts at our downtown location (36B Prince Arthur Ave). 

POSITION OVERVIEW

The Clinic Receptionist is responsible for providing initial and ongoing contact to clients related to accessing primary health care, including sexual & reproductive health care. They are responsible for administrative duties related to clinic reception.   

The Clinic Receptionist provides clerical, administrative support and reception functions while maintaining a respectful and harmonious environment for clients and co-workers.  

The Clinic Receptionist operates using an anti-racist, 2SLGBTQIA+ and trauma-informed lens ensuring a welcoming environment for all who access virtual reception services or visit the front desk at PPT. They take extra care to ensure the reception space is comfortable and welcoming.   

SPECIFIC RESPONSIBILITIES and REQUIREMENTS 

Receptionist Duties: 

• Ensure the clinic reflects an anti-racist, 2SLGBTQIA+, trauma-informed, safe, welcoming environment ensuring client confidentiality and privacy is upheld 

• Screen visitors and clients in accordance with current infection prevention and control measures 

• Receive, screen, and transfer phone calls 

• Provide in-person and telephone reception and information to clients, the general public and other visitors  

• Schedule, change, cancel appointments in Electronic Medical Records (EMR) system, including monitoring the reception inbox 

• Create and update client information in EMR, ensuring charts are up to date electronically, including data entry and document scanning, at each client encounter  

• Call and/or send email reminders to notify clients of upcoming appointments 

• Send registration documents, forms to complete, surveys and other information to clients, as needed 

• Monitor and respond to appropriate client emails sent to general Clinic inbox 

• Support the sale of contraceptive supplies and medications according to agency policy and in compliance with regulatory dispensing requirements 

• Daily monitoring and counting inventory of medications and contraceptives, notifying the Clinic Manager when stock is low 

• Opening and closing of Point of Sale (POS) system and balancing cash out 

• Track and reconcile, on a monthly basis, TTC fare distributed at reception 

• Sort and distribute daily incoming mail and deliveries to the appropriate staff member; ensure that out-going mail is posted on a daily basis, and assist with courier pickups as needed 

• Conduct general clerical tasks, including word processing, photocopying, faxing, data entry, etc. as assigned or directed by the Clinic Manager 

• Provide general secretarial support and administrative assistance for the Health Services team  

• Maintain condom supply as necessary in waiting room and client washrooms 

• Participate in chart audits  

• Perform additional responsibilities while clinic administrative colleagues are absent to ensure essential services are maintained as directed by the Clinic Manager 

• Coordinate the pick-up and drop-off of lab specimens, ensuring timely transport and proper handling in accordance with clinic protocols. 

Physical Requirements: 

• Must be able to work some evenings and Saturdays as required 

• Frequent stair climbing, with ability to lift up to 30lbs., shelving and inventory of supplies, at times, being lifted above your head  

• Ability to wear Personal Protective Equipment (surgical mask) in shared/open spaces and adhere to COVID-19 infection prevention principles 

Other Responsibilities: 

• Act in accordance with PPT’s Vision, Mission, Equity Vision, Values and Principles, and Policies and Procedures 

• Work in alignment with the agency’s strategic plan 

• Demonstrate openness and responsiveness to emerging client and community needs as identified by the agency. 

• As it relates to your position fulfill responsibilities outlined by the agency’s funders 

• Attend the agency’s Annual General Meeting 

• Participate at staff and team meetings and other activities/meetings related to the agency, as requested  

• Work in support of the agency’s commitment to be at the forefront in the utilization of technology to offer innovative programming and services 

• Participate in the orientation and training of new staff as requested by the Clinic Manager or delegate 

• Actively participates in agency’s accreditation process as directed by the Executive Director 

• Actively participate in quality improvement activities and support a culture of quality improvement throughout the organization  

• Contribute to a culture of philanthropy at the agency that may include participating in fundraising initiatives and/or acting as ambassadors for the agency 

• Other duties related to the role or based on agency need, as required 

• Identify and communicate issues and potential problems to the team and Clinic Manager 

QUALIFICATIONS FUNCTIONAL COMPETENCIES 

• Minimum 2-year community college diploma in a related field or 1 to 2 years’ experience in an administrative or similar role 

• An individual who is highly organized, detail-oriented, punctual, and has the ability to meet deadlines will be well suited to this role  

• Strong knowledge of administrative and organizational systems 

• Demonstrated proficiency and knowledge using Microsoft Office, email and Internet  

• Excellent written and verbal communication skills 

• Proficiency and experience working in a computerized environment 

• Knowledge of PS Suites EMR an asset 

• Knowledge of Slack, Asana and Google Doc/Sheets an asset 

• Knowledge of sexual health and community resources an asset 

• Experience working with youth or in a youth-centred environment an asset 

• Commitment to pro-choice philosophy  

• Demonstrated commitment to anti-racism and anti-oppression goals and principles, sexual and reproductive rights, social and reproductive justice, and to being youth positive, 2SLGBTQIA+ positive, sex positive, sex work positive and to being inclusive of diverse sexual and gender identities 

• Commitment to working from a community development perspective 

• Commitment to working cooperatively in a community-based setting as part of an inter-disciplinary team.