Seeking Part Time Receptionist - Glenora Registered Psychologists

Glenora Registered Psychologists is seeking a Part Time Receptionist for Thursday evenings (4:30-7:30pm) and Saturday (8:30am-4:30pm)

The duties are as follows:

Client Services:
Assist potential clients by setting up first appointment
• If directed to a specific psychologist, book appointment and set up Jane profile.
•If for Glenora, not a specific psychologist, assist in helping clients with suitable, timely options.
•Screen divorce matters if they are appropriate for direct referral or if case set-up is required.
•Set-up conference call with lawyers when requested by psychologists.
•Redirect to psychologist through voice/e-mail if necessary for more complex case set-up.


Scheduling of appointments, conference calls and meetings
•Book/change/cancel appointments in response to client requests via phone, e-mail or in-person.
•Notify psychologists if appointment will be Zoom involving two or more clients.


In-Office Appointment Reception
•Welcome clients and visitors attending the office in person and assist with inquiries.
•Anticipate patients' comfort, anxieties, and be available to answer client questions.
•Make responses for clients in apparent distress a priority.
•For new clients create file, including demographic and consent forms.
•Accept payment and provide receipts (when needed) either printed or email or in some cases provide forms to sign.
•Utilize Jane program to check in clients to inform psychologist when client has arrived.
•Ensure RCMP clients are waiting for appointment in a private space if there are other RCMP Officers in the office at the same time (i.e. testing room, lunch room, or free office).


Information, Paper and Electronic File Management
•Maintain client electronic files by obtaining, recording and updating personal and financial information.
•Filing
•Protect clients' rights by maintaining confidentiality of medical, personal and financial information.


Office Organization-Physical Components
•Conduct office opening tasks and run dishwasher at end of the day.
•Maintain tidiness in office.
•Ensure coffee, beverages fridge, hand-cleaner, etc. is well maintained stocked.
•Make list of supplies required as they get low.
•Maintain office security: file room, computers, reception area.
•Empty shredder as required.


Communications
•Answer telephone and manage voicemail messages.
•Respond to e-mails either directly or, if needed consult with the Office Manager or forward to psychologist(s).
•Process Canada Post, Amazon and courier deliveries.
•Notify psychologists of any problematic behaviors of their clients in the waiting area.


Psychologist Support
•Schedule client appointments, conference calls, collateral contacts as requested.
•Edit documents as requested (during working hours only).
•Photocopying.
•Dealing with complaints and queries, promptly involving Office Manager or psychologist as needed.
•Record psychologists as "in" on board when they arrive or as "out" prior to leaving at the end of the day.


Provide assistance and task completion for Business/Financial Manager and psychologists as required.