Support Services

There are five support services. These services are essential for the functioning of the whole establishment. Thanks to a good communication between the different services of each mission, it is possible to answer quickly to the different requests and answers.

HUMAN RESOURCES SERVICES

Several tasks are assigned to this services.

• Work relations :
  
  • Systematic follow-up of work relations in weekly meetings.
  • Support to the program directors in managing collective agreements.
     
• Allocation:
  
  • Systematic personnel hiring.
  • Participation to the job fair.
  • School visit, etc...
     
• Health Office:
  
  • Change in preventive approach of the Health Office.
  • Follow-up and meetings with recurrent health problems employees.
     
• Payroll Service:
  
  • Payroll management by a software
  • The human resources services, in collaboration with the director of program, analyse the human resources needs and plan the training activities.

FINANCIAL AND PURCHASING SERVICES

• FINANCIAL SERVICES
  
  • In cooperation with the management team, makes the elaboration, the follow-up and the budgetary control of the establishment.
    
    • Carry out the accounting of the establishment and ensure that the accounting practices are in conformity with the standards and definitions contained in the "Manuel de gestion financière du Ministère de la Santé et des Services Sociaux".
    • Ensure that the quantitative data for the establishment are based on valid registration and control methods.
    • Act as support to General Management and to the Board of Directors concerning financial management of the establishment.
    • The financial services also acts as support to the Human Resources Service on some files of financial nature.
    • Support to the cadres on all financial analysis.
    • Follow-up and submitting of accounts to the R.R.S.S.S.O. and of the M.S.S.S.
       
  • Quality and satisfaction :
    
    • Meeting of the financial services team in order to reduce the delays in the production of reports as well as the signification of the reports.
    • The team has spent a lot of efforts in order to ensure a constant monitoring of the budget considering the need to ensure a balanced budget of our establishment.
       
  • Adjustment and transformation :
    
    • To review the budget for all computer equipment (financial software) for the next year.
       
• Purchasing :
  
  • Purchase the office supplies and the specialized supplies

MEDICAL RECORDS/ADMITTING/SECRETARIAL SERVICES

SERVICE

To provide administrative support in reception areas, in programs, in medical records, and in administration.

CLIENTELE

All the population for the reception and medical records’ services ; personnel for administrative support and doctors for medical support.
 

• Administrative clerk – level 3
  • To assume all tasks related to the reception, telephones, messages, appointments and registration for all diagnostic, surgical, physiotherapy, outpatient and emergency services.
  • To work with computer software which permits to open charts, create hospital cards, register visits, create admissions, transfers and departures, create requisitions for x-rays and laboratory, make appointments and produce data.
  • To response to the ministry at the level of the occupancy rate in our various centres.
  • To assemble, sort and distribute diagnostic results, external and emergency visits etc. 
  • To receive different requests for consultations.
  • To perform the filing which is related to the medical record of the user.
  • To assume a follow-up in the medical record of the user.
  • In hospital, works in services such as: medical records, reception, radiology, laboratory, outpatient, emergency and general care. 
  • In CLSC, works in all our points of service of the institution: Mansfield-Pontefract, Ile-aux-Allumettes, Bryson and Quyon.

• Administrative clerk – level 2
  • To provide administrative support to the various programs.
  • To assume the word-processing, attend the different team meetings, see to the organisation of timetables, statistics and loans of equipment. 
  • Is the contact person for the workers of the activity sector.
  • To assume the reception of requests and in collaboration with the manager, see to the assignment of requested services.
  • The administrative clerk level 2, medical pane, provides administrative and medical support to the teams that offer external, physiotherapy, laboratory, operating room and family medicine services. 
  • To take messages of medical nature.
  • To assume text processing and translation within the activity sector.
  • To handle all routine correspondence.
     
• Administrative clerk – level 1
  • To assume administrative support to the directors and managers.
  • To attend various meetings and prepare minutes. To coordonate the agenda of the director and take messages.
  • To manage work schedules. .
  • To assume advanced text processing and translate when necessary.
  • To assume the processing of the medical reports that have been written and dictated by the radiology specialists, physicians and surgeons.
  • To assume the distribution of the reports in the offices of physicians.
  • To prepare routine correspondence and see to the proper functioning of the activity sector.
    
    
• Executive secretary
  • To convene the members of the Board of Directors for meetings.
  • To draft minutes of the meetings of the Board of Directors and the management and coordination committee.
  • To prepare the documents required for administrative meetings. .
  • To file all documents and correspondence. .
  • To accept the phone calls directed to the General director.
  • To give administrative support to the Commissary of complaints.
  • To prepare and answer the routine correspondence and see to the coordination of the superior’s agenda.
     
• Archivist and/or medical records technician.
  • To codify medical diagnostics.
  • To participate in the gathering and analysis of statistics.
  • To assemble, sort, and organize folders of users.
  • To participate in the conservation and destruction of medical records.
  • To participate in the control of the systems affecting the user.
  • To receive and respond to different access requests that are managed by the access to information act.
  • To write and ensure development based on the policies and procedures related to the medical records.
  • To see to the proper functioning of the medical records service.

TECHNICAL SERVICES

• Maintenance of installations :
  • Renovate the installations for the different mission
  • Installation of computer system in all branch services
  • Execute invitation to tender
     
• Housekeeping :
  • To keep clean and hygienic all rooms
     
• Laundry :
  • The laundry department is a service offered to all the operational units and have to consequently adapt their services according to the needs and the characteristics of these units: the responsibility of cleaning, washing and supply of towels, clothes and bedding needed for the treatment, comfort and hygiene of the users.
     
• Nutrition Service :
  • To be able to offer to users, their family and to the clients of the cafeteria, nutritious and appetizing meals, maximal nutritional care, nutritional education for the users of all our services (general care, long term, medicine day, day centre).
  • To offer an interpretation and an application of the directives of therapeutics diets, a nutritional evaluation and a nutritional plan for the users who need nutritional support.
  • To assure a good communication with the other departments and to accentuate continuous amelioration of the quality remembering that the user is the center of our preoccupations.

SPECIALIZED TECHNICAL SERVICES (BIOMEDICAL, COMPUTER SERVICES AND TELECOMMUNICATIONS – MESSENGER)

• Biomedical
  • The biomedical service is responsible for the maintenance and of the service on biomedical equipment in all of the installations. The service is accessible to all the professionals using these equipment.
     
• Computer services
  • The computer service does the installation, maintenance and repair of systems and computer systems. The computer service also supports all of the sectors during the implementation of systems.
     
• Telecommunications –MESSENGER
  • Technical support for the telephones, pagers, cellulars, photocopiers and fax systems. The support is available for all the users of these equipment.