Low Vision Clinic Clerical Assistant

Department:	Centre for Sight Enhancement (Low Vision Services)	Effective Date:	March 28th, 2006
Grade:	USG 03	Reports to:	Administrator

General Accountability

The Low Vision Clinic Clerical Assistant reports to the Administrator of the Centre. The incumbent will be responsible for providing clerical support to the CSE Administrator, Low Vision Clinic Secretary and Appointment Coordinator and the SEEPAC Clerical Assistant.

Nature and Scope

The School of Optometry Clinic provides a clinical facility for the education of Optometry undergraduates, graduate students and residents at the University of Waterloo. It also provides a comprehensive Optometric service to the general public through a University-based clinic. Approximately 30,000 patients are seen annually. Special populations are served through outreach projects around the region, across the country and throughout the world.

The Centre for Sight Enhancement (CSE) is a semi-autonomous clinical research and teaching facility within the School of Optometry. It is involved exclusively with activities related to the assessment and rehabilitation of visual disorders, visual impairments, visual disabilities and visual handicaps. The CSE has been designated by the Ontario Ministry of Health for the assessment and provision of high technology sight enhancement and sight substitution systems to visually impaired Ontario residents under the Assistive Devices Program (ADP). This Ministry program provides partial funding for these and other prescribed low vision aids.

The Centre for Sight Enhancement is an integral part of the overall teaching, research and clinical activities of the School of Optometry. Clinical low vision services within the CSE are provided by faculty optometrists with specialty training and experience in the low vision field. These "low vision clinicians" are assigned to the CSE low vision service by the School of Optometry Clinic Director who appoints a Head - Low Vision Services" co-ordinate the clinical activities within the area. CSE support staff are available to assist with reception, intake, assessment, counselling, training, clerical support and follow-up activities in the area. These support services are funded by the Ministry of Health and Long Term Care.

The provision of clinical low vision services at the Centre for Sight Enhancement has evolved into a highly sophisticated and complex process. Since its creation in 1984, the Centre has experienced a tremendous change in the profile of patients being seen and in the services that they require. A greater number of young and profoundly impaired individuals are now being seen with more complicated educational and vocational requirements. In response to these changing service demands, the CSE low vision service has adopted an effective multidisciplinary team approach for low vision rehabilitation. Optometric low vision services are supported internally by a counsellor, a low vision assistant, high technology low vision assistant and clerical support and externally by a large assortment of community services. The CSE also interacts regularly with many advocacy and consumer support groups attempting to assist blind and visually impaired individuals.

The Low Vision Clinic (LVC) Clerical Assistant will be responsible for working with the Administrator to keep our consumer satisfaction survey databases up to date as well as associated follow up telephone contacts. Various clerical activities such as patient file creation, appointment booking, sorting incoming mail, preparing outgoing mail (reports, mailing orders), preparing forms, ordering inventory and supplies, photocopying, filing and equipment pricing etc will assist the department Secretary, Appointment Coordinator and Seepac Clerical Assistant.

The Low Vision Clinic Clerical Assistant reports to the CSE Administrator together with all other CSE and SEEPAC staff positions.

Statistical Data

The Low Vision Clinic sees approximately 800 patients a year with patients travelling from across the province for their appointments. Many patients seen have additional needs for funding and support, with most making use of funding provided by the Assistive Devices Program and many the Ontario Disability Support Program.

Specific Accountabilities

To assist the CSE Administrator in following up on and providing data entry for all CSE Quality Assurance surveys.
To assist the Low Vision Clinic Appointment Coordinator in managing incoming mail, outgoing mail to potential patients, file preparation, patient check-in, and appointment booking on the Clinic Information system.
To assist the Low Vision Clinic Secretary with form preparation, mailing of reports and orders, inventory and supplies ordering, filing, photocopying.
To assist the SEEPAC Clerical Assistant with form preparation and filing as necessary.
Other duties as assigned by the CSE Administrator