Clerk Switchboard-Health Records-Registration

**Article Flag:
Mandatory Vaccination Please Note**:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.
**Summary**:
Within the context of a patient, client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.
Reporting to the Coordinator and/or designate, performs a variety of record processing, records completion, switchboard and registration functions. Performs records processing and quantitative analysis duties such as assembly/scanning, quality control, validation, retrieval and delivery of records, filing, checking for completeness of the patient record, maintaining the record completion system, and identifying, verifying, and correcting patient information. Performs clerical duties related to the release of patient information for continuity of care. Operates the computerized telephone exchange, answering services, and responds to emergencies. Registers patients utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System including checking for discharges and/or previous admissions. Processes preadmissions, admissions, and discharges. Performs other related clerical functions as required.
**Qualifications / Skills and Education**:
Education
Grade 12, plus two years’ recent, related experience or an equivalent combination of education, training, and experience.
Skills and Abilities
Ability to type 45 wpm.
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 operate related equipment.
**Duties and Responsibilities**:
Performs record processing functions related to patient records by assembling/scanning, quality control, validation, identifying, verifying and correcting patient information utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System, checking for discharges and/or previous admissions, pulling and delivering patient folders and documents, merging duplicate files, making up folders and printing chart labels, and filing as required.
Retrieves patient records according to established policies and procedures, and maintains and updates records utilizing computerized record location systems. Refers unusual requests to the Coordinator and/or designate.
Follows up regarding problems with documentation such as questionable encounters, duplicate registrations and merges. Takes the appropriate steps to correct or resolve problems as required. Initiates edits and merges duplicate numbers as required.
Performs quantitative analysis on records by checking for completeness of the record (e.G., discharge summary, operation reports) and sending notice of incomplete records to physician for completion in accordance with quantitative analysis procedures and within the organization’s guidelines and standards.
Enters deficiencies into computerized record completion module.
Maintains record completion systems by performing duties such as printing and distributing weekly physician notices of incomplete records and printing and distribution of reports to Medical Administration, VP Medicine and Department Heads.
Administers the physician temporary suspension process regarding non-compliance around record completion in accordance with departmental procedures;
generates pending suspension notices to physicians;
notifies appropriate departments such as Registration of temporary suspension due to non-compliance.
Answers inquiries related to the release of patient information for continuity of care by performing duties such as receiving request, retrieving patient records, photocopying and releasing in accordance with established procedures.
Provides telephone exchange services by operating a computerized switchboard to receive and transfer calls, takes messages for staff and forwards by telephoning directly. Provides patient location information in accordance with department standards and directions for patients and visitors.
Responds to a variety of emergency signals for such situations as cardiac arrest, bomb threats and disasters by operating locating equipment and following established codes and procedures to notify appropriate individuals and departments.
Sorting and preparing incoming and outgoing mail, photocopying, filing and operating the facsimile machine.
Interviews patients, relatives and/or family to obtain registration information, such as relevant personal and demographic information and responsibility for payment, and re