Medical Office Coordinator

Description:

Squamish Helping Hands, Sea to Sky Divisions of Family Practice, and a group of local physicians are planning
to establish a primary care clinic at Under One Roof.

In this program, local physicians will hold clinic hours on-site at Under One Roof, Squamish’s supportive
housing facility, located at 37871 Third Ave. The clinic aims to provide primary health care to those in our
community who are struggling with substance use, pain, mental illness, experiencing or have experienced
homelessness, and who face barriers to primary care. Many of these vulnerable individuals in our
community do not have a family physician and have been affected by a plethora of societal inequities,
discrimination, and lack of access to support and services.

We aim to operate the clinic for 3 half-days each week, with a physician on-site and a medical office
coordinator.

Reporting to the Integrated Participant Care and Resource Manager, the Medical Office Coordinator will
keep the clinic running smoothly by scheduling appointments, recording and filing medical records,
communicating with Squamish Helping Hands staff and other community service providers.

The Administrative/Medical Office Coordinator will oversee the day-to-day operation of the clinic, ensuring
the necessary equipment and supplies are in place, and procedures and guidelines are followed.

Administrative Support
• Answer phone, email and respond to messages, process incoming/outgoing mail

• Schedule appointments for patients and coordinate patient appointments with doctors and staff,

issue appointment reminders

• Coordinate referrals, lab work and follow up appointments with other medical clinics/laboratories

etc.

• Maintains patient notes, forms, records, documents, and statistical information
• Use Electronic Medical Record (EMR) system to keep patient information complete and up-to-date,

including entering data, patient information, appointments, uploading reports to patient files

• Faxing patient referrals and diagnostic testing requests, tracking and recording in EMR
• Helps prepare reports from databases and prepare materials for distribution, helps organize and

summarize data and information

• Provides support for use of EMR system to physicians and other staff if needed
• Coordinates maintenance of office equipment
• Coordinates the ordering of medical office and stationary supplies
• Assists in the program evaluation, including the compilation of statistics
• Support meetings with minute taking or facilitation as needed.