Clerical Support, Regional Programs, FPS, Minimum and Medium Security Units - BC Mental Health & Substance Use Services Nanaimo, BC

Clerical Support, Regional Programs, FPS, Minimum and Medium Security Units

BC Mental Health & Substance Use Services

Nanaimo, BC

What you’ll do

• Transcribe a variety of medical dictation including correspondence and reports to Court, Review Board, and all clinical reports, notes and correspondence according to pre-set format, protocols and deadlines by methods such as typing material from Dictaphone or handwritten notes and editing output for accuracy; forwarding completed documents to designated team members according to departmental procedures and making corrections as requested; and forwarding completed and signed reports to appropriate Court Registries and other outside agencies. Enter data into typing log in order to track completed reports.
• Provide reception services by methods such as operating a multi-line reception switchboard, ascertaining nature of business, responding to inquiries, taking/relaying messages and/or redirecting callers to appropriate personnel, providing basic information regarding the Service mandate, greeting and responding to all clients and visitors arriving at the Clinic, and directing and notifying the appropriate staff of their presence. Document information on client files such as when a client requests to change their appointment time or if a community member phones to provide information on a client.
• Process referrals and enters client data into computer systems, databases and other software programs under the direction of the Supervisor according to established procedures by methods such as issuing client identification numbers; ensuring that necessary documentation is provided and notifying referral source of any deficiencies; and identifying duplicate records, obtaining or clarifying missing or questionable information, and correcting errors and omissions in client demographic data, into computer systems.
• Maintain client charts according to established procedures by performing duties such as receiving documentation, creating clinical records using appropriate forms/layout, and ensuring material is labeled with patient information; checking charts for loose papers and monitoring documents including progress notes and medication orders for completeness, signature and dates and returning items with outstanding items to appropriate staff member; thinning clinical records, filing documents into relevant sections, replacing or repairing old/damaged charts, and completing the clinical record upon discharge and ensuring all records are assembled. Coordinate and prepare client charts for off-site storage. Initiate retrieval requests and organizes the return of records to storage.
• Maintain schedules and performs event and program tracking by methods such as logging into and reviewing electronic calendars/schedules, monitoring upcoming deadlines and appointment dates including court assessments and Review Board, and providing reminders to applicable staff as appropriate.

What you bring

Qualifications

• Grade 12, graduation from an approved program in medical transcription and one (1) years recent, related experience, or an equivalent combination of education, training and experience.

Skills & Knowledge

• Ability to keyboard at 60 wpm
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.
• Commitment to develop knowledge and understanding of legislative obligations and provincial commitments found in the foundational documents – including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study – and how they intersect across the health care system.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Temporary, Full-Time (until January 6, 2026)
Wage: $28.01/hour

2% of the straight-time hourly rate of pay for employees working in Minimum and Medium security units and community settings; 4% of the straight-time hourly rate of pay for employees working in Maximum and Multi-level security units.

Location: 101 - 190 Wallace Street, Nanaimo, BC V9R 5B1
Hours of Work: Monday – Friday; 0830 - 1630
Requisition # 176784E

What we do

BC Mental Health & Substance Use Services (BCMHSUS) cares for people with complex mental health and substance use challenges.

BCMHSUS is part of the Provincial Health Services Authority (PHSA).

The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA and BCMHSUS are committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of December 17, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.