Booking and Program Clerk-Secretary
Within the context of a patient, client and family-centered model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the clerk promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.
Reporting to and as directed by the Patient Care Manager, or designate (and receiving work direction from physician(s)) the position:
- Schedules and books a variety of patient/client appointments, and follow up visits, tests, and referrals utilizing computerized system(s) such as Admission, Discharge Transfer and/or Patient Care Administration systems.
- Performs admitting functions and clerical/secretarial and reception functions for the designated area.
- Arranges meetings, maintains appointment calendars for designated physicians and/or other designated health care professionals as required.
- Maintains and prints daily schedules that integrate activities from various sites as needed.
- Rearranges schedules to meet changing demands/requests and prepares and confirms client/patient information.
- Maintains and monitors wait lists.
- Maintains client/patient charts entering data into a computerized system and compiles and maintains related statistics.
- Arranges for patient transportation as required.
- Types technical and non-technical materials proficiently utilizing a variety of computer software applications such as word processing, spreadsheet, database and presentation software.
- Performs data entry, filing and reception services.
- Greets clients/patients/staff/others and directs them to appropriate areas and/or responds to general inquiries.
- Answers and responds to routine phone messages or forwards callers to appropriate health care professional or other personnel.
- Maintains departmental equipment, supplies and sets up and maintains filing systems.
- Performs timekeeping functions for designated staff as required.
- Ability to deal with others effectively.
- Knowledge of medical terminology.
- Ability to communicate effectively both verbally and in writing.
- Ability to organize work.
- Ability to operate related equipment and software.
- Ability to keyboard at 40 w.p.m.
- Physical ability to carry out the duties of the position.
EducationGrade 12, two year’s recent, related experience or an equivalent combination of education, training and experience.
DutiesIn consultation with the supervisor or designate schedules and books, cancels, adjusts a variety of client/patient appointments and follow up appointments in accordance with policies, procedures and standards. Telephones or transmits test results per established procedures. Receives clients and/or physician/health care professional requests for appointments. Contacts various areas to set up and confirm appointments according to procedure required and allocated time. Follows up with client/patients and/or doctor’s offices to ensure scheduled times are feasible, and relays general and pre-test information to applicable personnel or client/patient as directed. Adjusts schedules and makes alternate arrangements for appointment cancellations or changes in facility operations to ensure optimum booking time is used and clients’/patients’ appointments are scheduled in a manner that meets their needs. Enters information into computerized systems(s) such as the Admission, Discharge Transfer and/or Patient Care Administration system.
Maintains and monitors wait lists in conjunction with the supervisor or designate, or health care provider.
Admits, registers and/or pre-registers patients/clients according to established procedures by performing duties such as interviewing patients, obtaining all essential or changed client information, completing a variety of standard forms (such as medical insurance billing cards), entering information into computerized client database including establishing new client entries and updating existing files as required. Prints out keyed data as required for consent form, explains consent forms to patients and obtains required signatures. Forwards requisition(s), consult letter(s) and booking card(s) to applicable area. Prepares for client visits by methods such as setting up rooms, sending admission form to physician and/or appropriate health care professional, receiving applicable documentation and checking information is complete.
Pulls charts prior to visit and ensures requested procedures are booked and results are in the files. Calls physician/health care professional offices and/or patient/clients for missing information, requesting appropriate items be forwarded, transmitting results of client/patient conferences, test results, and/or plans of care to appropriate health care personnel in accordance with standard policies and procedures.
Assembles, maintains, and files patient/client charts utilizing appropriate forms/layout in accordance with established procedures. Integrates relevant documentation, contacts medical records/other facilities for necessary client documentation and files material into relevant sections. Telephones other facilities, physicians’ offices and/or outside laboratories to request client information/ documentation to ensure accuracy and completeness of records and charts. Keys in and updates client/patient demographic data into computerized patient information system by methods such as referring to client/patient documentation, entering and/or updating data as appropriate, checking information entered for accuracy, locating errors and/or omissions and correcting as required in accordance with standard procedures. Dismantles records as required.
Sets up and maintains designated filing systems for a variety of administrative and client/patient information utilizing computerized/ hard files, and prepares labels and hardcopy files as required. Updates and creates directories, lists and computerized spreadsheets, alphabetically files material in hard files, establishes bring forward systems and indexes material as appropriate. Purges old files and backs up computerized files according to standard procedures.
Performs receptionist duties by performing duties such as receiving and answering telephone calls, greeting clients/patients, staff, and visitors, contacting designated personnel of client’s/patient’s arrival, directing/escorting clients/patients (and others) to appropriate area or to appropriate personnel as necessary; (instructs patients to change into gown if required). Determines urgency of calls and appropriate follow up when needed. Takes and/or relays messages. Responds to inquiries from physicians’ offices and families related to client appointments and responds to general enquiries in accordance with established policies and procedures regarding the release of client information.
As required, arranges transportation for clients/patients required for transfer and/or appointments by methods such as contacting client/patient escort, family members or designated drivers pursuant to appointment times and other time schedules.
Collects, compiles and maintains a client/patient database for statistics such as clinic and operation wait times, patient referrals, and number of tests, client/patient attendance, new and designated discharged patients/clients, treatment types, number of client/patient and/or treatment cancellations through methods such as incorporating information from the appointment binder or electronic scheduler into a computerized system. Extracts and enters data and runs reports per established procedures. Performs arithmetic calculations to tally designated figures at the end of each accounting period. Completes workload form for review by supervisor and forwards to Finance according to established procedures.
Maintains timekeeping records for designated staff as needed; receives timesheets and enters/submits to payroll. Liaises with payroll regarding employee enquiries and makes adjustments as required. Forwards sick calls from staff members to supervisor or designate and posts staff absences in appropriate area.
Types a variety of technical and non-technical material such as patient/client lists, summaries of conferences, consultation letters, client/patient histories, medical reports, correspondence, memoranda, minutes, medical billings, graphs, charts and spreadsheets from handwritten draft, verbal discussion or dictaphone utilizing various wordprocessing and spreadsheet software packages by methods such as creating files, editing material for stylistic consistency, setting up columns, tables and spreadsheet calculations, designing forms/signs on-line and on the computerized system for designated clinic use and distributing materials as required.
Sorts incoming mail and performs duties such as opening mail, date stamping, and prioritizing items for attention of appropriate health care professional. Responds to routine written enquiries and material by composing correspondence or drafting for signature of appropriate party. Takes follow-up action as required and prepares outgoing mail for pick-up.
Arranges meetings as directed. Books meeting rooms, types and circulates notices and agendas. Records, transcribes and distributes notes or minutes of meetings.
Maintains physician and supervisor or designate appointment calendars by arranging and confirming appointments as required
Arranges for repairs and/or outside service of office equipment and furniture, as directed, and completes documentation for signature, indicating problem, source and cost. Forwards equipment and documentation to internal areas and/or via Stores to designated external companies, as applicable. Follows up regarding status of repairs as necessary.
As required, completes purchase requisitions according to established protocols for supplies, stationery items, furniture and equipment and forwards to supervisor or designate for authorization. Arranges for or orders approved equipment such as fax machines, filing cabinets and desks as required. Maintains equipment and office supplies at pre-determined inventory levels by methods such as identifying depleti
Employees of Providence Health Care receive an excellent and comprehensive health benefit package, as per their collective agreement or terms and conditions of employment.
*Other benefit packages may apply if this is an affiliate posting.
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