Casey House is unlike any other hospital. We are a specialty hospital providing ground-breaking holistic care for people living with and at risk of HIV. We offer a growing mix of inpatient, outpatient, and community-based services that meet clients where they are in their individual journeys to health and wellness. Our safe, welcoming, and judgement-free environment promotes a sense of belonging and community, where the humanity of each client is at the heart of everything we do.
To support us in this work, we are committed to building a team that reflects the diversity of the community in which we live and serve, including 2SLGBTQ+, Indigenous, Black, and other racialized communities, as well as those living with HIV. Every Casey House staff member, peer, and volunteer acts and delivers care to clients in accordance with our purpose, values, and philosophy of care. If you share our values, we would love to have you in our team!
For more information about Casey House, please visit our website.
The Outpatient Program Assistant coordinates the administrative and clerical support for the inter-professional Outpatient & Primary Care teams, and the Manager, Outpatient Clinical Services. They are responsible for: scheduling, maintaining up-to-date client records, utilizing our electronic medical record, providing administrative support to the inter-professional clinical team, providing relief support to the inpatient and front-desk teams as needed, supporting Outpatient and Primary Care clients and prospective clients accessing all health-related services & programs, and overseeing supply management for the Outpatient team.
Job Title: Program Assistant, Outpatient
Reports To: Manager, Outpatient Clinical Services
Hours of Work: 37.5 hours / week, primarily Monday to Friday, with weekend/evening work as scheduled. This is a fully on-site position. All scheduled hours of work take place at Casey House.
Status: Permanent, Full-Time (OPSEU Bargaining Unit)
Compensation: $26.12 to $31.03 per hour (7 step salary progression grid)
Key Responsibilities
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Play an active role in the management of all aspects of data in electronic medical record (EMR) system(EPIC), generate weekly and monthly activity reports, track outpatient visits and service delivery coding, scan documents into client charts, and book appointments for clients with various providers using our EMR system, EPIC.
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Provide administrative support to the outpatient Clinical Lead and teams as needed, including generation of weekly staff schedules, maintaining staff Intake and Assessment calendar and assist with development of monthly program schedule.
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Liaise with the Clinical Leadership Team to provide timely information regarding challenges and potential solutions to a range of tasks
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Answer queries and redirect clients calls as appropriate.
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Schedule referrals to specialists and book required tests and/or procedures as appropriate.
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Book clinician appointments and complete reminder calls and pre-appointment screening when needed.
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Complete meeting minutes for various team meetings, support committee work and develop systems to support the ongoing reporting requirements of the outpatient and primary care programs
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Provide back-up support to front desk reception and In-patient Program Assistant to assist with breaks and lunch coverage.
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Interact in a compassionate and respectful manner with clients dealing with sensitive and private health issues, stigma, mental health and addiction issues, exercising professional communication with internal and external stakeholders at all times.
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Ability to remain flexible and manage changes in priorities, and to work under demanding timelines.
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Order all medical supplies in consultation with clinical providers, ensuring verification with a packing slip, following up on back orders, and stocking supplies
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Support the team in the distribution of tokens, gift cards, taxi vouchers, and manage program related purchases and related invoices. Work effectively with multiple stakeholders and competing demands.
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Other duties, as assigned.
Education and Experience
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An undergraduate degree, medical secretary diploma, or two-year college diploma in Administration with a healthcare focus preferred.
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Minimum of two years administrative experience in a health care / social service or not for profit sector environment.
Technical Skills
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Proven experience in working with an electronic health record system and understanding of Personal Health Information Protection Act (PHIPA) and other privacy regulations. Familiarity with EPIC is an asset.
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Proficiency in the use of various software applications including Microsoft Office (e.g. Excel, PowerPoint, Word), SharePoint, and Outlook
Additional Skills and Competencies
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Demonstrated knowledge in implementing systems for administrative and organizational support an asset.
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Ability to multi-task, set priorities and anticipate change.
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The ability to proactively identify challenges and opportunities regarding the effective functioning of the team.
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Demonstrated understanding of working within an anti-oppression, harm reduction and anti-racist framework.
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Excellent interpersonal skills.
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Excellent verbal and written communication skills.
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Proven ability to take initiative, work collaboratively and independently
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High degree of time management skills, with a proven ability to manage multiple competing priorities and meet strict deadlines
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Strong aptitude for organization, including structuring data, organizing digital/physical files, and allocating team resources efficiently
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Strong attention to detail, to ensure accuracy across organized workflows
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Exemplary customer service skills
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Experience with applying de-escalation principles to ensure a safe environment
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Demonstrated ability to exercise flexibility, discretion, and sound judgment in every-day professional interactions with colleagues, clients, and prospective clients.
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Demonstrated ability and experience in engaging in a sustained, compassionate, professional manner with clients and prospective clients managing sensitive health matters.
Casey House is committed to providing accommodation in all parts of the hiring process. If you require an accommodation, please notify us, and we will work with you to meet your needs.
This posting will close on Friday July 31, 2026. Applicants will be reviewed and considered on a rolling basis.
