Reporting to the Division Chair of General Internal Medicine (GIM), the Office Assistant, Work
Referrals is responsible for providing administrative support to ensure proper and complete
workflow of all referrals coming into the Division. The incumbent will also serve as the
administrative point of contact for the Division regarding all new referrals, and will liaise with
Division members, Divisional medical secretaries and other stakeholders as needed. This position
will also route any inquiries to the Division relating to referrals to the appropriate personnel.
The position will also provide administrative support to the Divisional Administrator with a variety
of tasks including administrative scheduling of the ambulatory clinics of GIM and coordinating
rotations for elective students (e.g. medical students and Physician Assistants [PAs], and medical
residents in the GIM Division

KEY RESPONSIBILITIES:
• Receives all referrals either by fax or electronic portal.
• Attaches cover sheet to all referrals and provides to the GIM division member responsible for
triage.
• Records all referrals received in the appropriate manner.
• Identifies if all pertinent information has been received and follows-up as appropriate with
the originating source of the referral, at the direction of the GIM division members.
• Routes referrals to the appropriate office/GIM faculty.
• Maintains records of referral status.
• Responsible for clearing the Divisional backlog of referrals.
• Serves as the administrative point of contact for the Division on matters relating to referrals.
• Provides reception/telephone support for calls, answering inquiries and providing
appropriate direction within and outside the university/hospital while maintaining tact,
diplomacy and professionalism.
• Performs day-to-day administrative tasks including but not limited to filing, photocopying,
and distribution of information, mail delivery and pick-up.
• Maintains filing systems for administration and any other Divisional material.
• Processes and prioritizes incoming and outgoing mail and faxes (including e-mail where
needed) and referrals to GIM.
• Obtains and collates statistical data. Prepares ad-hoc reports and perform background
research as needed.
• Responsible for implementing central referral and triage workflow with the GIM Division using
Ocean e-referral and Novari e-request systems, and assist with integrating with PCS (Patient
Care System) and future EMR (Electronic Medical Record) system.
• Coordination with embedded GIM clinic at Frontenac Doctors.
• Assist the Divisional Administrator with a variety of tasks.
• Any other duties as assigned by the Division Chair.

SPECIAL SKILLS:
• Effective analytical and practical problem-solving skills to help resolve administrative and
service issues and make appropriate recommendations to resolve.
• Customer service orientation.
• High degree of initiative and ability to work both independently and as part of a diverse team
in a large department.
• Attention to detail, organizational skills, ability to prioritize work and meet deadlines with
frequent interruptions.
• Computer skills including use of a variety of software packages (particularly word processing
and spreadsheet applications, online scheduling programs and web-based technology).
• Ability to learn new software as necessary, and thrive in a dynamic work environment.
• Excellent interpersonal and communication skills (verbal and written) to interact with a
diverse range of people in many contexts, including an ability to deal professionally and
diplomatically with faculty, interprofessional team, staff, students, patients and their families.
Ability to convey information in a clear and concise manner.
• Communicate with tact, diplomacy, and adherence to strict confidentiality.
• Knowledge of sound record-keeping practices.
• Respects diversity and promotes inclusion in the workplace.

DECISION MAKING:
• Respond to general inquiries, search out information or redirect to appropriate individuals
when necessary.
• Set priorities with conflicting deadlines, decides on how to deal with new information at hand,
exercises appropriate judgement to escalate to Division Chair with appropriate
recommendations for solution.
• Provide information to stakeholders and colleagues who require suggestions.
Make recommendations regarding office administration procedures; suggest and help implement
changes.

APPLICANTS PLEASE FOLLOW THE LINK BELOW:

https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0222-1154&BRID=EX257356&SBDID=1&LANG=1