Administrative Assistant - Mental Health

Overview

Position Summary:

Under the general supervision of and responsible to the applicable Director/Regional Manager/Manager(s); the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility/program of their position. The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant monitors and participates in the financial, human resources and environmental areas of the designated program(s).

The Administrative Assistant collects monitoring data, analyzes and reports trends from data collected (such as indicators, incidents, concerns and complaints) and participates in the Accreditation and Standards Processes, if applicable. The Administrative Assistant functions in a confidential capacity in matters relating to labour relations. The Administrative Assistant works in close association with the Health Records Department and the Medical Director of Psychiatric Facilities to ensure compliance with existing legal and clinical requirements of the Mental Health Act.

Release of health record information requires and is restricted to the approval of the Medical Director/designate and may only be prepared under their direction. This Administrative Assistant has delegated authority and responsibility under the Mental Health Act within Prairie Mountain Health.

Overview

RESPONSIBILITIES:

Mental Health Act Administration

• Provides support to the Medical Director, Psychiatric Facilities/Chief of Psychiatry.
• Act as a resource and consultant to internal and external agencies for issues related to the Mental Health Act and Mental Health Review Board.
• Act as a resource and contact to all patients and staff regarding the MB Mental Health Act and Mental Health Review Board.
• Oversee the process and management of required Mental Health Act forms and related correspondence.
• Respond to medico-legal issues related to patient information (e.g., court orders).
• Prepare charts and appear in court on behalf of the Medical Director.
• Assist with the development and delivery of education related to the Mental Health Act and the confidentiality of patient information.
• Respond to requests to access, correct and disclose patient information.
• On behalf of the Medical Director, ensure and maintain a secure health record system for Psychiatric Facilities.
• Answer inquiries concerning file location and related matters.
• Maintain a data collection system and compile statistical reports.
• Attend Psychiatric Facility meetings, prepare and distribute agenda and minutes.

The Administrative Assistant prioritizes the workload to ensure the following functions at The Centre for Adult Psychiatry:

• Processes a variety of complex material of a clinical or administrative nature for the Centre.
• Compiles and maintains program-specific data and prepares and distributes reports.
• Drafts and revises new forms for program staff, both of a clinical and administrative nature.
• Enters data in the QHR system for program staff, ensuring accuracy and timeliness.
• Participates in the development/revision and circulation of policies and procedures.
• Maintains an inventory of CAP’s computer equipment.
• Schedules meetings, prepares and distributes notices and agendas, types and distributes minutes.
• Participates as a member of the Centre’s interdisciplinary team (CAP Program Team).
• Participates in continuous quality improvement activities.
• Prepares correspondence, reports, letters, memos and other program material.
• Composes correspondence in response to routine inquiries.
• Answers the telephone, takes messages, redirects calls or responds to inquiries of a general nature regarding the program and on behalf of the Centre’s administration and the Office of the Medical Director, Psychiatric Facilities.
• Greets and directs patients and visitors as appropriate, responds tactfully, screens and refers appropriately.
• Assists with annual Capital Equipment and Budget Process.
• Approves departmental expenditures, within limits of delegated authority.
• Routine Human Resources activities, i.e. letters of…