Clinic Secretary Neonatal Follow-Up Program

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. Performs a range of clerical/secretarial functions associated with the scheduling and registration of multidisciplinary clinic appointments utilizing computerized software and in accordance with established policies, standards and procedures. The Clinic Secretary also provides clerical support such as sorting and distributing mail, performing receptionist duties and typing material.

Duties/Accountabilities:

1. Utilizing a computerized scheduling system schedules and books patient appointments and follow-up appointments which includes booking 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. Contacts patient’s family to confirm appointments and explains multi-disciplinary appointment system. Notifies the appropriate department regarding any additions, deletions and/or changes to appointments.
3. Using computerized patient registration system, pre-registers patients for upcoming clinic appointments ensuring that all patient demographic information is accurate. At time of clinic, re-confirms demographic information and updates computer system as necessary, explains the multi-disciplinary appointment system to families, obtains written, signed consent forms from parents, authorizing release of information and photographs child and parent for NFU file.
4. Prepares for Monthly Intake Meetings by gathering patient charts and photocopying appropriate forms for distribution to Clinic team members.
5. Performs reception duties such as receiving patients, parents and visitors and directing them to the appropriate area. Answers, screens and re-directs telephone calls and documents appropriately. Receives sorts and distributes correspondence, handles inquiries regarding the clinic, and re-directs inquiries as necessary. Prints out or types appointment lists for each clinic day.
6. Assembles chart using information from patient records from both internal and external sources. Prepares charts for clinic days by pulling charts and including appropriate NFU forms, billing forms and study forms, as needed.
7. Maintains Neonatal Follow-up database by inputting patient data on the computer database system in order to establish, maintain and store such for statistical purposes.
8. Maintains and updates filing system for items such as charts. Photocopies, mails and distributes multi-disciplinary reports.
9. Maintains inventory of office supplies for the department, replenishing as necessary.
10. Performs other related duties as required.

Qualifications:

Education, Training and Experience
Grade 12 and two year’s recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 45 w.p.m.
• Knowledge of medical terminology.
• 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.