Clerk III - Health Information

Winnipeg Regional Health Authority•Brandon, FL

3d•Onsite

About The Position

Reporting to the Manager, Health Information Services, the Clerk III - Health Information performs accurate and timely patient registration and related processing in the admission/discharge/transfer (ADT) system, following provincial and regional registration guidelines. The position supports communication within and outside the facility and performs clerical, health-record processing, and record-management functions, including secure storage. The role includes registering patients and collecting demographic and financial information; completing registration and vital-statistics forms; retrieving, reviewing, organizing, scanning, storing, and releasing health records in accordance with applicable legislation and regional policies; coordinating patient transfers and bed placement; processing ADT reports; and preparing financial and other reports. The clerk also performs unit support and reception duties, which may include operating telephones and paging equipment, responding to alarms and facility access buzzers, handling inquiries, and ensuring timely and confidential transmission of faxes and email. The position is based at Brandon Regional Health Centre in Brandon, Manitoba. It is a 0.56 FTE position with anticipated day and evening shifts, consisting of 7.75-hour shifts. The anticipated term is December 4, 2026, to March 15, 2027, due to other leave. Salary is as per the collective agreement.

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 in 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 policies and procedures concerning the confidentiality, use, and disclosure of personal health information.
Knowledge and experience in 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, Internet applications, and other information technology.
Manitoba Class 5 driver's licence and access to a personal vehicle to provide service within Prairie Mountain Health.
Organizational skills and ability to work independently.
Problem-solving and decision-making skills.
Flexibility to adapt to changes in techniques and procedures in a changing environment.
Knowledge and competence in skills and concepts related to the position.
Communication skills.
Ability to respect and promote confidentiality and to perform the duties of the position on a regular basis.
Ability to respect and promote a culturally diverse population.
Ability to work effectively and maintain positive working relationships with coworkers, clients, and an interdisciplinary team.
Other combinations of suitable education and experience may be considered.
The successful candidate is subject to a Criminal Records Check, including vulnerable sector, an Adult Abuse Registry Check, and a Child Abuse Registry Check; the candidate is responsible for any service 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.
Complete required registration forms, labels, identification bands, financial forms, consent forms, releases, and provincial forms.
Perform clerical duties that support the daily 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 and coordinate death 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 established procedures.
Maintain morgue tracking and documentation; coordinate funeral-home and transport-agency access; and inform funeral homes about release and completion of death certificates as required.
Retrieve, document, and secure patient valuables as required.
Coordinate and process bed placement in the ADT system with facility bed-management personnel.
Direct clients to appropriate clinical or treatment areas and locate and retrieve records needed for care.
Retrieve and return records, review health records for accuracy and completion, and organize patient transfer documentation, including ambulance bookings and relevant paperwork when needed.
Confirm regional chart sequence; prepare and scan patient and clinical reports; and follow regional policies for record security, storage, control, retention, and destruction.
Investigate and reconcile duplicate health-record numbers and overlays.
Reconcile system information and prepare monthly or as-needed 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 and overhead paging.
Assist staff and the public, respond to facility alarms and emergency calls according to established protocols, and respond to door buzzers and manage facility keys as required.
Respond to patient inquiries by telephone and ensure faxes and emails are sent and received promptly in compliance with privacy policies and guidelines.
Ensure adequate supplies are available on the assigned unit and comply with provincial productivity standards.
Perform other duties as assigned.