Clinic Clerical Assistant (Temporary Full Time)-Q Spine Centre Third

CUPE 5596

Position: Clinic Clerical Assistant

Program: Insight Health Solutions

Status: Temporary Full Time (up to 12 months)

Role Level: Admin/Clerical (AC03) $25.969- $32.425

Site: 2381 Bristol Circle, Oakville

Hours of Work/Shifts: Monday - Friday

Posted: November 10, 2026

Internal Deadline: November 17, 2026

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 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

Transforming healthcare through innovation, Insight Health Solutions, fully part of THP, is a provider of third-party assessment, rehabilitation and disability management services e.g., WSIB, insurer, employer. Insight health solutions has grown significantly over 25 years to be a leading provider of hospital-based third-party clinical services across Ontario to a broad spectrum of customers and clients. Insight Health Solutions works closely with other innovative, entrepreneurial and evidence-informed groups and programs to exceed our customer and client needs.

POSITION TITLE: Clinic Clerical Assistant

The Department Clinic Clerical Assistant (CCA) 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 & 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 accommodations.
• 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 appropriate. 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 checklists.
• Open, sort and distribute incoming mail and other materials.
• Takes, prioritizes and relays messages for staff and/or patients. 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 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 preferred.
• Medical terminology course or equivalent experience preferred.

Professional Experience

• Preferred candidates may have 1-2 years of experience in an administrative role.
• 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: www.trilliumhealthpartners.ca

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.

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals. Our team of more than 17,000 people serves the growing and diverse populations of Mississauga, west Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and nine satellite locations. 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.