Clinic Clerical Assistant - Etobicoke

Job Description · Position: · Clinic Clerical Assistant · Job ID: 6331 · Program: · Out-Patient Medicine · Department: · Medical Clinics/AIM · Status: · Temporary Part Time ( Approx.12 months) · Role Level: · Admin/Clerical (AC03) $24.90- $31.09 · Site: · Queensway Health Centre* ...

Job description

Job Description


Position:
Clinic Clerical Assistant

Job ID: 6331


Program:
Out-Patient Medicine


Department:
Medical Clinics/AIM


Status:
Temporary Part Time ( Approx.12 months)

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

Site:
Queensway Health Centre* and other sites as needed

Hours of Work/Shifts:
Days (8 hr and 10 hr) 7-3, 7:30 – 3:30,8-4,8:30 – 4:30,9-5, 9-1,07h30 – 17h30


Posted:
February 20, 2026


Internal Deadline:
February 27, 2026

The location of any position may change as per operational needs

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 new 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

The Department Clinic Clerical Assistant (CCA) for Outpatient Medicine provides clerical support for reception; new referrals processing and information management; patient administrative services, ensures the clerical administration and operation of the patient services department/group of clinics; and performs other duties consistent with the job classification as required.

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 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 EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts.

Scheduling and coordination of follow-up care appointments for patients
Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests)
Updating primary care provider (PCP) contact information
Supports others in Epic with functionality.

Other General Duties and Responsibilities (all listed may not be applicable to all units/programs)

Makes reminder phone calls for next day appointments
Scans information as required
Consult follow ups and tracking response times for possible escalation
Enters data including appointment requests
Compiling transfer paperwork for receiving hospital /facility.
May be required to stock unit carts and/or supply areas
Updating assignment sheets
Take minutes at unit huddles
Provide support for the Clinical/Team Leader or Charge Nurse
Orders all government forms for different scenarios
Adapts to a dynamic work environment by undertaking cross-functional responsibilities and additional duties in alignment with the job classification, ensuring comprehensive support as needed

Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention's of the Act, in a timely manner.

Qualifications

Educational Qualifications

High school diploma or equivalent; additional education or certifications in healthcare administration is a plus
Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field
Medical terminology course or equivalent experience preferred.
Professional Experience
Preferred candidates may have 1-2 years of experience in an administrative
Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous.
Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

Skills And Competencies

Proficiency in basic computer applications and familiarity with Epic
Customer service-oriented with a friendly and professional demeanor
Strong time management and organizational skills
Excellent verbal and written communication skills
Team player with the ability to collaborate effectively
Detail-oriented with a high level of accuracy in data entry tasks
Ability to adapt and handle changing priorities in a dynamic work environment
Equipped to have necessary conversations with patients and families

To pursue this career opportunity, please visit our website:

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.

Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners' (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture.

Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply.

Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified.

We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.

If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications.

These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.

We thank all those who apply but only those selected for further consideration will be contacted.