Clerk III - Health Information

Winnipeg Regional Health Authority•Brandon, FL

4d•Onsite

About The Position

The Clerk III Health Information reports to the Manager, Health Information Services and provides accurate, 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, management, and secure-storage functions. Responsibilities include registering patients and collecting demographic and financial information; completing registration and vital-statistics forms; retrieving, reviewing, organizing, scanning, storing, and securing health records; and releasing information in accordance with applicable legislation and regional policy. The role also supports patient transfers and bed placement, reconciles ADT information and reports, coordinates morgue-related documentation and access when required, and performs general unit clerical duties. Depending on the assignment, duties may include operating telephones and paging systems, responding to alarms and door buzzers, directing clients, and assisting staff and the public. This is an indefinite-term position that may expire with 24 hours’ notice if the current incumbent returns. The position is subject to criminal record, adult abuse registry, and child abuse registry checks; the successful candidate is responsible for any related 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 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 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 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, 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 changing 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 a culturally diverse population.
Ability to perform the duties regularly and maintain effective, positive working relationships with coworkers, clients, and an interdisciplinary team.
Other suitable combinations of education and experience may be considered.

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.
Complete required registration documents, forms, labels, identification bands, releases, and consent forms.
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 procedures.
Maintain morgue tracking and documentation; coordinate funeral-home and transport-agency access; and inform funeral homes about releases and death certificates as required.
Retrieve, document, and secure patient valuables when 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 patient care.
Review health records for accuracy and completion and organize patient transfer documentation, including arranging ambulance bookings and assembling 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 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 switchboard and general telephones, relay calls, and page physicians and staff using paging equipment and overhead paging.
Assist staff and the public, respond to applicable alarms and emergency calls according to protocols, and respond to facility door buzzers when required.
Maintain control of facility keys as required and respond to patient inquiries by telephone.
Send and receive faxes and emails promptly while complying with PHIA policies and guidelines.
Ensure sufficient supplies are available on the assigned unit and comply with Provincial Productivity Standards.
Perform other duties as assigned.