Booking Clerk, Centre for Pelvic Pain and Endometriosis

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. 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 Booking Clerk, Centre for Pelvic Pain and Endometriosis performs a variety of clerical and patient related activities, including scheduling and booking of surgical dates and procedural sedation subject to the review and approval of the nursing triage team of the applicable site; processing of referrals; scheduling and booking patient appointments and follow-up appointments as required; performing reception and admitting duties; and maintaining databases, records and other patient information. Provides clerical functions such as faxing, photocopying, and types a variety of materials by utilizing various computerized word processing and spreadsheet software programs and templates and assembles and maintains patient charts and patient surgical packages by compiling, verifying, and sending patient and pre-operative information in accordance with established guidelines and procedures. 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 to assist the O.R. Booking Clerks and nursing triage team with preparing and maintaining O.R. slates for the CPP Clinic at the applicable sites by obtaining patient information such as patient name, type of surgery, and attending physician; scheduling and booking surgical dates and procedural sedation in accordance with established guidelines and procedures and subject to the review and approval of the nursing triage team; and sending patient and booking information to the O.R. Booking Clerks at the applicable site to enter into the computerized O.R. slate software system to generate electronic O.R. slates.
2. Adjusts bookings in accordance with patient and departmental requirements and under the direction of the nursing triage team and/or physician. Notifies patient, physician, and appropriate areas regarding the surgery time and any adjustments, informs the patient with the non-clinical surgical information such as date, time, and location, and places appointment reminder calls to patients/families.
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. Schedules and books patient appointments and follow-up appointments with the attending physician as required.
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 patient charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephones physicians’ offices or hospitals to request patient information/documentation to ensure accuracy of records and charts.
6. Assembles and maintains patient surgical package by compiling patient information and pre-operative information from physician and nursing areas, verifies all required documentation is completed and included in the package according to established guidelines, and ensures test requisitions, results and pertinent information is included. Contacts the physician or patient and alerts them of missing or incomplete documentation. Sends the completed the completed surgical packages via fax or mail to the appropriate site.
7. 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.
8. 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. Under the direction of the physician(s), gathers patient and perioperative information and prepares medical notes and assist letters by utilizing appropriate templates.
9. 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.
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 related 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.