Diabetes Clerk - Permanent Part-Time (Multi-Site)

Muskoka Algonquin Healthcare (MAHC) is a multi-site organization that includes the Huntsville District Memorial Hospital Site and the South Muskoka Memorial Hospital Site, and together we provide outstanding, integrated care to support people in living their healthiest lives.

 

OVERVIEW

The Diabetes Clerk, provides clerical and administrative support to the Diabetes Education Program by coordinating patient scheduling, registration, and communication, and maintaining accurate electronic medical records and documentation. The position supports clinic operations through reporting, data collection, and compliance with provincial standards. It also assists with inventory management, payroll processing, and preparation of clinical data for review by the interdisciplinary diabetes care team.

ROLE

• Serve as the primary clerical resource for the Diabetes Education Program, acting as a central contact for patients, families, physicians, and interdisciplinary healthcare teams; managing inquiries, screening calls, and coordinating communications related to appointments, clinical needs, and program services
• Schedule, confirm, and reschedule patient appointments; process incoming referrals (Oceans platform); and register new patients into the electronic medical record (EMR) system while ensuring accurate entry and ongoing updates of clinical and demographic information
• Assemble, maintain, and organize patient charts, reports, and educational materials while managing electronic and paper filing systems and maintaining the Document Management System to ensure accurate, accessible, and up-to-date documentation in accordance with organizational policies and privacy legislation (e.g., PHIPA)
• Support program reporting, data collection, data entry, quality improvement initiatives, and Ontario Health statistical reporting requirements, ensuring accuracy, completeness, and compliance with provincial standards and timelines
• Coordinate communication between patients, diabetes educators, endocrinologists, and interdisciplinary healthcare teams to support seamless care delivery and effective clinic operations
• Support operational program functions, including inventory management of office and educational supplies, payroll processing, and the collection, organization, and preparation of glucose monitoring data from CGM systems (e.g., Freestyle Libre, Dexcom, Tandem , Glooko, CareLink) and blood glucose meters for clinical review
• Coordinate clinic services by providing administrative and logistical support to endocrinologists and interdisciplinary teams delivering care within the Diabetes Education Program
• Perform basic upkeep of office equipment, including replacing toner cartridges and paper in the printer
• Coordinate maintenance and repairs for the department as needed
• Assist with orientation and training of new clerical staff

 

QUALIFICATIONS

• Secondary School Diploma or equivalent  
• Successful completion of Medical Terminology Course
• Previous clerical experience acquired in a health care setting
• Ability to communicate effectively in English, verbally and in writing
• Proficient computer skills, including Microsoft 365 (Word, Excel, Teams, SharePoint)
• Certificate in a recognized Office Administration course or equivalent experience (desired)
• Experience working with Electronic Medical Records (EMR) systems (e.g., Cerner) (desired)
• Experience working with an electronic referral platform (e.g. Oceans) (desired)
• Familiarity with diabetes management devices such as CGMs, glucose meters, and insulin pumps (desired)

 

ADDITIONAL PERKS AT MAHC

• Staff referral program $1000 (for each successful permanent part-time and permanent full-time new hire you refer to MAHC)
• Extended health benefits (permanent full-time)
• Enrolment in the Healthcare of Ontario Pension Plan (HOOPP)

 

ADDITIONAL INFORMATION 

 

Location: Multi-Site, working on site at both the South Muskoka Memorial Hospital (SMMH) located in Bracebridge and Huntsville District Memorial Hospital (HDMH) located in Huntsville. Applicants must reside within 125km of one of our hospital campuses or be willing to relocate prior to starting. *Exceptions will be considered on a case-by-case basis

 

Hours of Work:   Must be available to work shifts including days and evenings . Shifts and hours may change according to departmental requirements per the collective agreement.  

 

Recruitment Process

• Submit your cover letter and resume together as either a PDF or Word document(s) to this posting by 11:59 pm on the closing date. Please Note:  Applicants must submit their application through this posting listed to be considered. Email and paper submissions  will not be accepted unless otherwise indicated.
• If you are viewing this job posting on a website other than mahc.ca/careers, you may not be viewing the most up-to-date information. To see other opportunities or to view the most up-to-date version of this job posting, including rate of pay, please visit mahc.ca/careers.
• We thank all applicants for their interest in this opportunity. As much as we would like to reach out to every applicant, please note that only those selected for an interview will be contacted. Selection will be based on skills, abilities, experiences, and qualifications. MAHC reserves the right to conduct interview(s) or other applicable testing where required.
• Please note, AI (Artificial Intelligence) is not being used to screen, assess, or select applicants in our recruitment process.

 

Conditions of employment for external hires includes;

• Proof of immunization and vaccination records to the Hospital’s Occupational Health and Safety department
• Legal entitlement to work in Canada
• Satisfactory Criminal Record & Judicial Matters Check

 

Our organization: MAHC is committed to a selection process and work environment that is inclusive and barrier-free. We encourage applicants from all equity-deserving groups, including but not limited to, individuals who identify as Indigenous, racialized, seniors, persons living with disabilities, women, and those who identify as 2SLGBTQ+.

 

Accommodation will be provided in accordance with the Ontario Human Rights Code. If you have accommodation needs for attendance at the interview, please advise us at time of the interview being scheduled.

 

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Required Skills

• Proficient in electronic health record systems and medical office software
• Strong organizational and time management abilities
• Excellent verbal and written communication skills
• Attention to detail and accuracy in data entry and record keeping
• Knowledge of medical terminology, particularly related to diabetes care
• Ability to maintain patient confidentiality and adhere to privacy regulations
• Proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Customer service orientation with a compassionate approach to patient interactions
• Ability to work independently and as part of a multidisciplinary team
• Basic understanding of diabetes management and related healthcare services
• Scheduling and calendar management expertise
• Inventory management and supply tracking skills
• Adaptability to work across multiple healthcare sites
• Problem-solving abilities in a fast-paced healthcare environment
• Familiarity with healthcare insurance and billing procedures

Required Experience

• Minimum 1-2 years of administrative experience in a healthcare setting
• Experience with medical office procedures and protocols
• Previous work in a diabetes clinic or related specialty area preferred
• Demonstrated experience with patient scheduling and appointment management
• Background in maintaining medical records and ensuring data accuracy
• Experience in a patient-facing role with strong customer service focus
• Prior work in a multi-disciplinary healthcare team environment
• Experience with healthcare-specific software and electronic health records
• Background in managing confidential patient information
• Previous clerical or administrative support role in a clinical setting
• Experience coordinating patient education programs or materials (preferred)
• High school diploma required; post-secondary education in healthcare administration, medical office administration, or related field preferred
• Medical terminology training or certification an asset
• Experience working in a multi-site healthcare organization preferred
• Demonstrated ability to prioritize tasks in a high-volume environment