Registration/Booking Clerk
PHSA
Registration/Booking Clerk AgencyPHSA Labor AgreementFacilities Subsector Posting #177702-2427989 Grade16 DepartmentCH Respiratory Clinic Clerks UnionHEABC Facilities - HEU Work Site4500 Oak Street, Vancouver StatusTemporary Position DurationUntil return of incumbent Salary Range$27.10 / Hour Position StatusFull-time FTE1.00 Hours of Work0800-1600 Work DaysMon, Tue, Wed, Thu, Fri Days OffSat, Sun, Stat Position Start Date17-Jan-2025 Position End Date29-Aug-2025 Applications Accepted Until 10AM10-Jan-2025 Job Summary
Job Summary:
In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Administrative Manager or designate, the Registration/Booking Clerk performs a variety of clerical and patient related activities including scheduling and booking of patient appointments, processing of referrals; performing reception, admitting and patient registration duties; and maintaining databases, records and other patient information. Provides clerical functions such as faxing, photocopying, and types material-utilizing various computerized word processing and spreadsheet software programs. Answers the phone and responds to routine messages or forwards callers to appropriate personnel. Maintains departmental equipment, supplies and filing systems.
Duties/Accountabilities:
1. Utilizing a computerized scheduling system schedules and books patient appointments and follow-up appointments which includes booking complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both patient and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.
2. Receives and registers patients within a computerized scheduling system upon arrival. Ensures patient demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional that the patient has arrived.
3. Performs referral functions including duties such as gathering additional/missing information, performing data entry, and receiving and processing related paperwork. Schedules new referrals based on established criteria and works with physicians, clinic nurses and other allied health professionals to appropriately schedule referrals based on clinical indicators.
4. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting patients and families, printing daily and/or monthly schedules, and forwarding problems and complex queries to appropriate personnel.
5. Assembles and maintains client charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephones physicians’ offices or hospitals to request client information/documentation to ensure accuracy of records and charts.
6. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and patient statistics on items such as client/patient attendance, treatment types, client/patient or treatment cancellations, and waitlist information. Follows up with appropriate team members as necessary.
7. Types and distributes a variety of material such as correspondence , reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
8. Provides clerical support to the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature.
9. Prepares and submits expense claims by ensuring invoices are coded to correct cost centre and authorized for payment. Maintains a bring-forward system for all billings/invoices. Submits check requisitions for reimbursements and expenditures to PHSA finance.
10. Obtains and returns patient charts from Health Records by completing requisitions and collecting the charts. Obtains health record unit number for new patients from Health Records.
11. May assist the Clinical Resource Nurse by receiving and gathering information and ordering/tracking supplies as required
12. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12, plus two (2) years’ recent experience, or an equivalent combination of education, training, and experience.
Skills and Abilities
• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
Job Summary:
In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Administrative Manager or designate, the Registration/Booking Clerk performs a variety of clerical and patient related activities including scheduling and booking of patient appointments, processing of referrals; performing reception, admitting and patient registration duties; and maintaining databases, records and other patient information. Provides clerical functions such as faxing, photocopying, and types material-utilizing various computerized word processing and spreadsheet software programs. Answers the phone and responds to routine messages or forwards callers to appropriate personnel. Maintains departmental equipment, supplies and filing systems.
Duties/Accountabilities:
1. Utilizing a computerized scheduling system schedules and books patient appointments and follow-up appointments which includes booking complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both patient and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.
2. Receives and registers patients within a computerized scheduling system upon arrival. Ensures patient demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional that the patient has arrived.
3. Performs referral functions including duties such as gathering additional/missing information, performing data entry, and receiving and processing related paperwork. Schedules new referrals based on established criteria and works with physicians, clinic nurses and other allied health professionals to appropriately schedule referrals based on clinical indicators.
4. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting patients and families, printing daily and/or monthly schedules, and forwarding problems and complex queries to appropriate personnel.
5. Assembles and maintains client charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephones physicians’ offices or hospitals to request client information/documentation to ensure accuracy of records and charts.
6. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and patient statistics on items such as client/patient attendance, treatment types, client/patient or treatment cancellations, and waitlist information. Follows up with appropriate team members as necessary.
7. Types and distributes a variety of material such as correspondence , reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
8. Provides clerical support to the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature.
9. Prepares and submits expense claims by ensuring invoices are coded to correct cost centre and authorized for payment. Maintains a bring-forward system for all billings/invoices. Submits check requisitions for reimbursements and expenditures to PHSA finance.
10. Obtains and returns patient charts from Health Records by completing requisitions and collecting the charts. Obtains health record unit number for new patients from Health Records.
11. May assist the Clinical Resource Nurse by receiving and gathering information and ordering/tracking supplies as required
12. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12, plus two (2) years’ recent experience, or an equivalent combination of education, training, and experience.
Skills and Abilities
• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
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