University of British Columbia Health Office Assistant – Tech II Part Time in Kelowna, BC

University of British Columbia

Branch Kelowna BC CA

Health Office Assistant – Tech II
Kelowna, BC

Assists health care professionals with written communication (e.g. The Health Office Assistant reports to the Director of Health and Wellness….

Within the context of a client-centred interprofessional model of care and in accordance with the vision and values of Health & Wellness and the AVP Students portfolio, the Health Office Assistant is part of a team providing a full range of clerical services in the support of client care. This new BCGEU position will work with the established Health & Wellness team to build a new and exciting Health & Wellness Clinic for university students. The position performs clerical/reception functions such as scheduling, health care provider billing and clinical support. Duties range from routine to complex and include maintaining highly confidential records, correspondence and communication. This position requires good judgment, the ability to work cooperatively and to respond with tact and sensitivity to diverse students. This position provides full benefits (for more information refer to the BCGEU collective agreement – http://www.hr.ubc.ca/files/pdf/collective_agreements/bcgeu_okanagan.pdf).

Organizational Status

The Health Office Assistant reports to the Director of Health and Wellness. Works with guidance from the Administrative Assistant to ensure effective day-to-day functioning of the Health and Wellness office. Works collaboratively with health care professionals.

Work Performed

Maintains a welcoming environment for students by ensuring their needs are a priority.

Provides support to students by assessing the situation and providing assistance within the departmental guidelines (i.e. scheduling appointments or providing support until professional staff arrives).

Determines the urgency of requests for services and works closely with the Administrative Assistant to manage smooth flow of clients.

Provides timely service with minimal supervision and working effectively during high and lower volume periods.

Communicates with other clinical offices and agencies to coordinate client appointments and testing.

Verifies student registration status and health insurance status as needed using established computerized database systems.

Receives diagnostic reports and files after health care professional reviews.

Responds to requests for records and information, releasing information to authorized personnel in accordance with established standards and guidelines.

Assists health care professionals with written communication (e.g. transcription of assessments, reports and correspondence).

Maintains billing and diagnostic code files for client billing and reviews health care professional entries for accuracy and corrects accordingly.

Reviews client medical forms for completion (e.g. Insurance Companies, 3rd Party Medicals, etc) and bills accordingly.

Processes (prepares, reviews, reconciles) billing claims and performs electronic transmission and retrieval of claims to health insurance agencies.

Prepares and mails invoices for client and private insurance company accounts.

Provides follow up and cost recovery of outstanding accounts.

Assists Administrative Assistant with processing receipts for incoming payments by cash, cheques and electronic transactions.

Assists the Financial Coordinator/Administrative Assistant with maintaining, compiling and reconciling financial reports.

Responds to verbal and written client billing inquiries.

Ensures that examination rooms and other client spaces are well maintained and that health care and stationary supplies are stocked; submits requests for health care and stationary supplies to Administrative Assistant.

Organizes equipment and examination rooms for diagnostic procedures and treatments as required.

Performs minor diagnostic procedures and testing as requested by health care professionals.

Attends health examinations on request.

Cleans and sterilizes equipment and instruments.

Assists the Administrative Assistant with a range of administrative functions associated with the support of clients, health professionals and student workers at Health and Wellness.

Types a variety of materials from draft copy, formats and edits.

Photocopies and faxes a wide variety of forms and documents.

Assists with preparation of resource materials (eg. manuals).

Prepares statistical reports on client and other contacts as needed.

Performs other related duties as required.

Supervision Received

Works cooperatively in a team environment under the general supervision of the Director and with guidance from the Administrative Assistant. Sets priorities and performs most duties independently, occasionally consulting the Director and/or Administrative Assistant with reference to new or complex problems, discrepancies and office issues.

Supervision Given

This position is not responsbile for supervision of any staff.

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 student’s wellbeing, and result in increased risk to the University. Errors or incorrect decisions could result in direct costs, lost opportunities, 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.


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 English. Ability to work both independently and within a team environment.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

or proceed with Standard Application Form.

Employment Type: Part Time
Location: Kelowna, BC, CA
Posted on: 2015-07-31
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