Clerk III - Health Information

Winnipeg Regional Health Authority•Brandon, FL

4d•Onsite

About The Position

Reporting to the Manager, Health Information Services, the Clerk III - Health Information is responsible for accurate and timely patient registration and related processing in the admission/discharge/transfer (ADT) system, in accordance with provincial and regional registration guidelines. The role supports communication within and outside the facility and performs clerical, health-record processing, and records-management functions, including secure storage. It also provides clerical support for the day-to-day operation of the assigned unit. Duties include registering patients and collecting demographic and financial information; completing required forms; retrieving, reviewing, organizing, scanning, storing, and releasing health records in accordance with legislation and policy; and coordinating birth and death registration processes. The position may also support bed placement, patient transfers, morgue documentation and access, patient valuables, reporting and reconciliation, telephone and switchboard operations, paging, alarms, and communication with patients, staff, funeral homes, and the public. The position is 0.70 FTE at Prairie Mountain Health's Brandon Regional Health Centre in Brandon. The anticipated shifts include days and nights, with daily hours of 7.75. Salary is as per the collective agreement. The position is subject to criminal-record, adult-abuse-registry, and child-abuse-registry checks; the successful candidate is responsible for any associated service charges.

Requirements

Grade 12 education (Manitoba standards) or equivalent.
Completion of a Medical Office Administration diploma, Health Unit Clerk certificate, or Administrative Assistant program.
Completion of a recognized medical terminology course or program.
Recent experience in a patient reception or care area, specifically registering patients within an ADT system.
Demonstrated knowledge of hospital electronic health-record applications, including ADT, clinical information systems, and electronic document management for scanning, retrieval, and indexing health information.
Demonstrated understanding of privacy legislation, including the Personal Health Information Act and the Mental Health Act, and regional confidentiality, use, and disclosure policies and procedures.
Demonstrated knowledge and experience with health-record management principles and processes.
Keyboarding speed of at least 50 words per minute with exceptional accuracy.
Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint, as well as internet applications and other information technology.
Province of Manitoba Class 5 driver's licence and access to a personal vehicle to provide service within Prairie Mountain Health.
Demonstrated organizational skills and ability to work independently.
Demonstrated problem-solving and decision-making skills.
Demonstrated flexibility to adapt to changes in techniques and procedures in a changing environment.
Demonstrated knowledge and competence in skills and concepts related to the position.
Demonstrated communication skills.
Ability to respect and promote confidentiality.
Ability to perform the duties of the position regularly.
Ability to respect and promote a culturally diverse population.
Ability to work effectively and maintain positive working relationships with coworkers, clients, and the interdisciplinary team.
Other combinations of suitable education and experience may be considered.

Responsibilities

Register patients and process admissions, transfers, and discharges in the ADT system in accordance with provincial and regional guidelines.
Collect accurate demographic and financial information, including provincial health coverage and third-party insurance information.
Complete required registration documentation, such as patient labels and identification bands, financial forms, consent forms, provincial forms, and releases.
Perform clerical duties that support the day-to-day operation of the assigned unit.
Retrieve clinical health information and release information in accordance with the Personal Health Information Act, the Mental Health Act, and regional policy.
Complete and process birth registrations in accordance with the Vital Statistics Act.
Follow downtime procedures for patient registration and ADT-system maintenance.
Reconcile ADT reports, including midnight census reports, and copy and distribute them according to procedures.
Coordinate completion and processing of death registrations in accordance with the Vital Statistics Act.
Maintain morgue tracking and documentation; notify funeral homes about releases and death-certificate completion; and coordinate funeral-home and transport-agency access to the morgue as required.
Retrieve, document, and secure patient valuables as required.
Coordinate and process bed placement in ADT with facility bed-management personnel.
Direct clients to appropriate clinical or treatment areas.
Locate, retrieve, and return records needed for care.
Review health records for accuracy and completion in accordance with minimum documentation requirements.
Organize patient-transfer documentation, which may include booking an ambulance and assembling relevant paperwork.
Confirm regional chart sequence and prepare and scan patient or clinical reports according to regional practices.
Follow record-management practices and policies for the security, storage, control, retention, and destruction of personal health information.
Investigate and reconcile duplicate health-record numbers and overlays.
Reconcile system information and prepare monthly or other required reports, including financial, third-party billing, and standards reports.
Liaise with the Nursing Office regarding unit staffing requirements.
Assist with processing facility-specific orders and ensure results are received and organized.
Operate the switchboard and general telephones, relay calls, and page physicians and staff using paging equipment or overhead paging.
Assist staff and members of the public in a kind and helpful manner.
Respond to facility alarms, emergency-phone calls, and door buzzers according to established protocols and notify the responsible department as needed.
Maintain control of facility keys as required.
Respond to patient inquiries by telephone.
Send and receive faxes and emails in a timely manner while complying with PHIA policies and guidelines.
Ensure sufficient supplies are available on the assigned unit.
Comply with Provincial Productivity Standards and perform other duties as assigned.