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 performs accurate and timely patient registration and related processing in the admission/discharge/transfer (ADT) system, following provincial and regional registration guidelines. The role supports communication within and outside the facility and performs clerical, health-record processing, management, and secure-storage functions. The position supports day-to-day facility operations, including patient registration and record handling, release of information in compliance with applicable privacy legislation, registration of births and deaths, bed placement coordination, telephone and switchboard duties, and assistance to staff and the public. Other duties may be assigned.

Requirements

Grade 12 education (Manitoba standards) or equivalent.
Completion of a Medical Office Administration diploma, Health Unit Clerk certificate, or Administrative Assistant program; other combinations of suitable 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 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 confidentiality, use, and disclosure policies and procedures.
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, 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.
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 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.
Successful candidate must complete a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and Child Abuse Registry Check; the candidate is responsible for any service charges incurred.
External applicants must provide three work-related references from unrelated individuals with direct knowledge of their past work performance.

Responsibilities

Register patients and process admissions, transfers, and discharges in the ADT system according to 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 supporting 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 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; notify funeral homes about releases and completed death certificates; 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 the ADT system 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; organize patient-transfer documentation and, when needed, arrange ambulance booking and assemble paperwork.
Confirm regional chart sequence and prepare and scan patient and clinical reports according to regional practices.
Manage 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, third-party billing, and area or provincial 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 switchboard and telephones, relay calls, page physicians and staff, and respond to facility alarms and emergency calls according to protocols.
Respond to facility door buzzers and maintain control of 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.
Assist staff and the public in a kind and helpful manner and ensure sufficient supplies are available on the assigned unit.
Comply with provincial productivity standards and perform other duties as assigned.