Chiropractic Assistant/Receptionist

Job Summary:

The Administrative Chiropractic Assistant (CA) is responsible for the administrative duties required to organize and run the chiropractic office. Working under the supervision of and reports to management staff, the Administrative CA attends to the administration duties and patient interactions within the office, performing tasks that will enable the office to run in an organized, smooth and efficient manner.

II. Supervisory:

Reports directly to the Malorie York Office Manager and Dr. Beleutz.

III. Major Responsibilities:

Task No.

Description

1. Reception

Provides the initial patient/office experience. Professionally greets and assists patients, screens & checks them into the clinic, provides necessary forms, documents/emails. Oversees the waiting room, attends to patient/staff needs. Assists Doctor with administrative tasks.

2. Billing/ Collections

Collects and processes billings & payments from patients and insurance companies, WSIB and MVA cases if warranted. Balances end-of-day payments prints relevant reports. Completes Bank deposits if requested and financial summaries/reports. Tracking and collections of accounts receivable emails and mailouts as required.

3. Scheduling

Makes appointments, and care plan protocol schedules for all programs of care (POC) determining availability and confirming appointments. Schedule forecasting with Office manager to actively provide insight or solutions to scheduling bottle neck, objections, and ideas to improve patient experience.

4. Clinical Reports/ Daily, Weekly, Monthly Packages

Provides relevant weekly, monthly, quarterly, annual reports and packages for owner/manager. Provides the bookkeeper monthly clinical & inventory reports, provides Dr’s with their End of Day / End of week reports and packages.

5. Filing & Data Inputting

Maintains organized files on patients, both on computer and/or physical charts if required. Prepares patient charts, and templates for chiropractors and contractors. Input of patient data into EMR program. Actively develops ideas to improve organization and task management.

6. Patient Information

Distributes emails, educational information to patients regarding their care plan and upcoming classes to attend as instructed by the chiropractor, office manager and set forth in the annual calendar promotions.

7. Email, Telephone and Communications

Dealing with all patient relations as required. Answers phones and emails, professionally addressing all patient questions and concerns. Prepares emails, templates, letters for patients for chiropractor and manager review. Sends reminder emails or calls patients for appointments, classes, and work events. Requests all reports, and imaging as needed communicating with chiropractors and manager updating them on patient/client status.

8. Internal Marketing

Maintains whiteboards, annual calendar of events, video slideshow, signage and other internal marketing when required. Promotions of annual calendar events, products and classes aids in the organization of events. Decorates office for holidays.

9. Office Maintenance

Keeps the office including bathrooms, waiting room, front desk, & common spaces clean, presentable, & sanitary in accordance with the College & governing bodies. Following office cleaning checklist at the beginning & end of shift.

10. Inventory Maintenance

Maintains, tracks, and verifies amount of inventory, supplies and supplements within the clinic biweekly/monthly. Orders placed as required. Updates vendors and product pricing increases.

11. Training/Performance Appraisal

Self-Performance Appraisal will be conducted at least one time per year and review of appraisal with office manager. Ongoing training will be provided by the office to assists the Administrative CA in enhancing their skills and abilities where needed, these trainings will be provided by the office in or out of office workshops, training sessions, cross training, webinars, and seminars to keep in standards with Occupational Health and Safety.

12.Physical and Mental Health Initiative

All individuals working within clinic have the Physical and Mental Health Initiative available to them offered by the Corporation. This assists in the management of staff health practices put forth by the Canadian Centre of Occupational Health and Safety to promote physical and mental health practices to the staff and workers within the Corporation. This assists in lifestyle and premise congruency, providing the proper input and output stimulus required by the body to maintain a healthy, happy, connected human being. The health initiative provides first-hand experience and knowledge to the staff providing them with more knowledge to do their job and overlaps with the practice goals/ programs and outcomes.

13. Waiting Room/ Safety

The Administrative CA is responsible for maintaining the safety and cleanliness of the waiting room, ensuring that all safety and hygienic measures are followed as per policies and procedures ie: surface sanitation/ hygiene. For waiting room health and safety steps and hazards see workplace health and safety manual.

14.Confidentiality

It is mandated by law that all patient information be kept confidential unless specific written consent has been given by said patient for specific situation. These laws and regulations must be followed indefinitely and have been put forth by the government of Ontario in the PHIPA.

15.Procedures and Policies

The Administrative CA will read, implement, and actively be involved in creating, maintaining, and updating all new and current policies and procedures within the office. These can be found in the Office Operating Manual and the Employee Handbook, Training manual.

16.Team Meetings

Meetings are a required component of the Administrative CA position; this allows active communication and participation on all accounts to assist with achieving clinical and self-evaluation goals to better ourselves and the clinic. Meetings will focus on organization, scheduling, problem solving, and task delegation all individuals being an engaged component with the clinic objectives. Meeting templates will be required to be filled out prior to meeting to provide necessary data to all attendees. Collaborating meeting outcomes to assist in directing other staff with jobs/objectives and duties. Addressing conflict resolution clinical communications and maintaining accountability for all individuals job tasks. Discussions designed to educate and encourage everyone to maintain a specific focus and organized outcome bringing the clinic in a vital direction.

17.Organization & Accountability

Keeping computers/work area/ staff area tidy & organized with identification system. Overviewing Doctor and Practitioner required duties (checking in with Doctor regularly letting them know when reports or files are required to finished for patient visits or updates on patient status of health) ensuring all office checklists are completed & jobs/tasks completed on time.

18.

Performs other related duties of a comparable level/type as assigned.

IV. Qualifications

Specific training or job experience required before appointment includes:

· Experience required in an administrative role

· High school diploma or GED equivalent required

· 2-3 years’ experience working with people, preferably in an office or healthcare office environment

· Microsoft Office skills (Microsoft Word, Excel, Outlook)

V. Problem Solving

This position requires problem-solving capabilities. Ongoing in office training or workshops will be provided by the business to assist in this process. The employee will make decisions following corporate guidelines, policies, and procedures, by consulting and obtaining advice from appropriate individuals in the office.

VI. Nature of Assignments

Assignments in this position are mostly day-to-day operations, with particular tasks assigned by the Dr. Beletuz, or Office Manager.

VII. Skill and Knowledge

This position requires the regular use of standard tools and office equipment. Further requirements of the position include:

· Excellent interpersonal skills, with a professional responsibility and demeanor with the ability to exercise courtesy and tact with all patients

· Must be willing to embrace a holistic health philosophy and be experienced to explain to patients how lifestyle choices fit into that philosophy

· Excellent communication skills (oral and written); ability to speak effectively to a variety of audiences, as customer interaction will comprise a significant portion of the position

· Ability to work in a fast-paced environment.

· Must be proficient with technology with the ability to learn medical and insurance billing software programs

· Must be able to multitask

· Must be willing to accept training toward these goals to improve skill and knowledge at said duties

IX. Effort

This position requires routine physical activity most of the time, involving a mix of standing, sitting, walking and light lifting. The employee is frequently required to sit or stand for extended periods of time while performing administrative duties. All efforts will be made to improve workplace dynamics and work environment. All individuals working within the office are expected to provide 100% effort toward the patients and their job tasks, duties and requirements.

X. Sensory Demands

This position requires a medium to high level of visual and audio demands.

XI. Deadlines

The responsibilities for this position require various deadlines. The employee must manage their time to meet these deadlines. If there are conflicting deadlines, the employee must prioritize their tasks. If this proves to be unsuccessful, the employee can: seek advice from their supervisor.

XII. Working Conditions

All efforts will be made to provide working conditions condonable and compliable to all employees working in office conditions. A high low desk is available with the option to sit or stand during working hours, antifatigue mats & in house gym access available.

XIII. Bonus Qualifications

· Bilingual (English/French)

· Has worked with Atlas Chiropractic systems software

· Has worked in a Chiropractic Clinic

· Understands & can reference anatomical terminology

XIV. Approximate Hours

· Mondays 9am-1pm (4)

· Tuesdays 1:30-7:30pm (6)

· Thursday 1:30-7:30pm (6)

· Friday 9am-1pm (4)

Total: 20 hours/ per week

Job Type: Part-time

Salary: From $19.00 per hour

Benefits:

• On-site gym
• Wellness program

Schedule:

• Day shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Kirkland Lake, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• French (preferred)

Work Location: In person

Expected start date: 2024-04-01