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 registration and related processing in the admission/discharge/transfer (ADT) system in accordance with provincial and regional guidelines. The position supports communications within and outside the facility and performs clerical, health-record processing, management, and secure-storage functions. This is an indefinite-term position related to a medical leave and may end with 24 hours’ notice when the incumbent returns. It is based at Brandon Regional Health Centre in Brandon, Manitoba, with a 0.70 FTE and day and evening shifts of 7.75 hours per day. The anticipated start date is to be determined.

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 the Personal Health Information Act, 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, 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.
Demonstrated organizational skills and ability to work independently.
Successful completion of a Criminal Records Check, including vulnerable sector, Adult Abuse Registry Check, and Child Abuse Registry Check; the successful candidate is responsible for associated charges.

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, and complete required registration forms.
Perform clerical duties that support the day-to-day function of the assigned unit.
Retrieve clinical health information and release information in compliance with privacy legislation and regional policy.
Complete and process birth registrations and coordinate death registrations in accordance with the Vital Statistics Act.
Follow ADT downtime procedures and reconcile ADT reports, including midnight census reports.
Maintain morgue tracking and documentation; coordinate access for funeral homes and transport agencies; and inform funeral homes about releases and death certificates as required.
Retrieve, document, and secure patient valuables as required.
Coordinate and process bed placements in ADT with facility bed-management personnel.
Direct clients to appropriate 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 assembling paperwork when required.
Maintain regional chart sequence and prepare and scan patient or clinical reports according to record-processing practices.
Maintain record security, storage, control, retention, and destruction in accordance with regional practices and policy.
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 about unit staffing requirements.
Assist with processing facility-specific orders and ensure results are received and organized.
Operate the switchboard and telephones, relay calls, and page physicians and staff using paging and overhead systems.
Assist staff and the public; respond to patient telephone inquiries; and respond promptly to emergency calls and alarms according to established protocols.
Respond to facility door buzzers and maintain control of facility keys as required.
Send and receive faxes and emails promptly in accordance with PHIA policies and guidelines.
Ensure adequate supplies are available on the assigned unit and comply with provincial productivity standards.
Perform other duties as assigned.