Clerk III - Health Information

Winnipeg Regional Health Authority•Brandon, FL

4d•Onsite

About The Position

The Clerk III Health Information is responsible for accurate, timely patient registration and related processing in the admission/discharge/transfer (ADT) system, following provincial and regional guidelines. Reporting to the Manager, Health Information Services, the position supports communication within and outside the facility and performs clerical, health-record processing, and record-management functions, including secure storage. The role also supports the day-to-day operation of the assigned unit. Duties include processing registrations and records, coordinating patient and bed movements, handling health information in accordance with applicable legislation and regional policies, supporting switchboard and telephone operations, and assisting patients, staff, and the public. This is a 0.68 FTE term position associated with a maternity/parental leave of absence; the term may end earlier than the stated end date with the required notice.

Requirements

Grade 12 education (Manitoba standards) or equivalent.
Completion of a Medical Office Administration diploma, Health Unit Clerk certificate, or Administrative Assistant program; other suitable combinations of education and experience may be considered.
Completion of a recognized Medical Terminology course or program.
Recent experience in a patient reception or care area, specifically registering patients using an ADT system.
Knowledge of hospital electronic health record applications, including ADT, clinical information systems, and electronic document management for scanning, retrieval, and indexing of health information.
Understanding of privacy legislation, including the Personal Health Information Act and the Mental Health Act, and regional confidentiality, use, and disclosure policies and procedures.
Knowledge and experience in health-record management principles and processes.
Keyboarding skills of at least 50 words per minute with exceptional accuracy.
Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint, internet applications, and other information technology.
Manitoba Class 5 driver's licence and access to a personal vehicle for service within Prairie Mountain Health.
Organizational skills and ability to work independently.
Problem-solving and decision-making skills.
Flexibility to adapt to changing techniques and procedures.
Knowledge and competence in skills and concepts related to the position.
Demonstrated communication skills.
Ability to respect and promote confidentiality and a culturally diverse population.
Ability to perform the duties regularly and work effectively while maintaining positive relationships with coworkers, clients, and the interdisciplinary team.
Successful candidate must complete a Criminal Records Check, including vulnerable-sector screening, an Adult Abuse Registry Check, and a Child Abuse Registry Check; the candidate is responsible for associated charges.

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 details, and complete required registration forms.
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 maintenance of the ADT downtime system.
Reconcile ADT reports, including midnight census reports, and copy and distribute them according to procedures.
Coordinate and process death registrations in accordance with the Vital Statistics Act; maintain morgue tracking and documentation as required.
Inform funeral homes about release and death-certificate completion, coordinate funeral-home and transport-agency access to the morgue, and retrieve, document, and secure patient valuables as required.
Coordinate bed placement in ADT with facility bed-management personnel.
Direct clients to clinical or treatment areas and locate, retrieve, and return records needed for care.
Review health records for accuracy and completion and organize patient-transfer documentation, including arranging ambulance bookings and paperwork when needed.
Confirm regional chart sequence and prepare and scan patient or clinical reports according to regional record-processing practices.
Maintain record security, storage, control, retention, and destruction according to regional policy; investigate and reconcile duplicate health-record numbers and overlays.
Reconcile system information and prepare monthly or as-needed reports, including financial, 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 telephones, relay calls, page physicians and staff, and respond to facility alarms, emergency phones, and door buzzers according to applicable protocols.
Maintain control of facility keys as required and respond to patient inquiries by telephone.
Send and receive faxes and emails promptly while following privacy policies and guidelines.
Ensure adequate supplies are available on the assigned unit and comply with provincial productivity standards.
Perform other duties as assigned.