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 Health Care Manager, or designate, the Administrative Clerk performs a variety of clerical/administrative and client related activities including scheduling and booking of client appointments, processing of referrals; performing reception, admitting and client registration duties; and maintaining databases, records and other client information. Also provides clerical support to the intake process including duties such as filing, archiving charts, faxing, photocopying, arranging for courier, typing technical and non-technical material utilizing various computerized word processing and spreadsheet software packages, booking meetings, and other general office and administrative duties for the health care Centre. The Administrative Clerk will perform all duties within a Trauma Informed Framework and Indigenous Cultural lens.
Duties/Accountabilities:
1. Schedules and books client appointments and follow-up appointments which includes booking appointments and Interdisciplinary appointments, adjusting arrangements in accordance with client and centre requirements and notifying clinicians and BC Corrections staff, ensuring that appropriate date, time, and location are provided to BC Corrections staff..
2. Registers and admits clients into PAC or Health Care Record. Ensures client demographics and appropriate information is complete and accurate and follows up with appropriate clinicians or BC Corrections staff as necessary. Advises appropriate clinicians that the patient has arrived.
3. Performs referral functions including duties such as checking to ensure that all information required are complete as identified by specialty clinics, gathering additional/missing information, performing data entry, sending out client questionnaires, and receiving and processing related paperwork.
4. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and client statistics. Follows up with appropriate team members as necessary.
5. Types and distributes a variety of technical and non-technical material such as correspondence (including re-direct letters), reports, notices, agendas, notes/minutes of meetings, spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
6. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting clients , printing daily schedule, and forwarding problems and complex queries to appropriate personnel.
7. Provides clerical and general administrative support to the Health Care Manager, or delegate, and to the department by performing tasks such as booking meetings, circulating action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, arranging for courier, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature and e-forms.
8. 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 40 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.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position
