Unit Clerk, Ambulatory Care

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. The Unit Clerk, Ambulatory Care performs a variety of clerical functions related to patient care and the operation of the Ambulatory Clinics within the various Diagnostic and/or Ambulatory Programs. Duties include acting as a receptionist, scheduling and booking a variety of patient appointments and follow up visits using a computerized system, maintaining patient records and files, transcribing physicians’ orders, and compiling statistics and reports as required. All duties are performed with established guidelines, policies and procedures.

Duties/Accountabilities:

1. Acts as receptionist by performing duties such as greeting patients and visitors, directing/escorting patients and visitors to appropriate areas, notifying appropriate staff of patient's arrival, answering telephones, taking and/or relaying messages, responding to inquiries from physicians’ offices and patients related to appointments and/or release of information, and responding to general enquiries in accordance with established policies and procedures.
2. Schedules a variety of patient appointments and follow up visits using a computerized system in accordance with policies and procedures, established priority levels and medical/technical staff schedules by methods such as receiving referrals/requests for appointments, booking appointments according to procedure required and allocated time, identifying pre-test instructions and relaying information to applicable personnel/patient, and adjusting schedules and making alternate arrangements for appointment cancellations or changes in facility operations.
3. Prepares and checks patient charts to ensure test results and other pertinent information are included by integrating relevant documentation and filing material such as lab results and loose reports into relevant sections. Telephones other facilities, physicians’ offices and/or outside laboratories to request information/documentation to ensure accuracy of records and charts. Keys in and updates patient demographic data into computerized patient information system by entering and/or updating data as appropriate.
4. Transcribes physicians’ orders to appropriate forms for required procedures such as laboratory tests, ultrasound, amniocentesis, and fetal monitoring through methods such as checking requisitions and files to identify new orders, booking applicable appointments, entering information/requests into computerized systems and/or telephoning rush requests, and recording completion of items. Reviews and checks all charts for any physicians’ orders not completed by the end of every shift and advises a registered nurse.
5. Compiles statistical data using appropriate electronic software on items such as patient visits, treatment types, and number of patient and/or treatment cancellations by gathering and collating information from the computerized scheduling program or other documentation, performing arithmetic calculations to tally designated figures at the end of each accounting period, and completing applicable reports; forwards to designated personnel according to established procedures.
6. Types a variety of material such as correspondence, patient histories, medical reports, statistics, and other records from handwritten draft, verbal discussion or dictaphone utilizing various wordprocessing and spreadsheet software packages and distributes materials as required.
7. Performs other clerical duties such as operating a facsimile and/or photocopier, opening, date stamping and forwarding mail to appropriate areas, and preparing a list of supplies and stationary to be ordered for the clinics; notes any equipment that may require repair and notifies appropriate personnel.
8. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience
• Grade 12, medical terminology and graduation from an approved Nursing Unit Clerk Program plus one (1) year’s recent related experience; or an equivalent of education, training and experience.
Skills and Abilities
• 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 keyboard 40 w.p.m.
• Ability to organize work.
• Ability to operate related equipment.
• Ability to utilize a variety of computer software applications.