Clerk III- HIS

Winnipeg Regional Health Authority•Brandon, FL

5d•Onsite

About The Position

The Clerk III Health Information is responsible for accurate and timely patient registration and related processing in the admission/discharge/transfer (ADT) system, following provincial and regional guidelines. The role supports communication within and outside the facility and performs clerical, health-record processing, and record-management functions, including secure storage. It reports to the Manager, Health Information Services and provides effective clerical support to the assigned unit. This is an indefinite-term position that may expire with 24 hours’ notice of the current incumbent’s return. The position is 0.70 FTE with evening shifts and 7.75 hours worked daily. The anticipated start date is to be determined.

Requirements

Grade 12 education under Manitoba standards or equivalent.
Completion of a Medical Office Administration diploma, Health Unit Clerk certificate, or Administrative Assistant program; other suitable education and experience combinations 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 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 ability 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.
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.
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 work effectively while maintaining positive working relationships with coworkers, clients, and an interdisciplinary team.
Successful candidate must complete a Criminal Records Check, including vulnerable sector, an Adult Abuse Registry Check, and a Child Abuse Registry Check; the candidate is responsible for associated service charges.
External applicants must provide three work-related references from people who are unrelated to them and have direct knowledge of their past work performance.

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 supporting the day-to-day operation of the assigned unit.
Retrieve clinical health information and release information in accordance with privacy legislation 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 ADT system maintenance; reconcile ADT reports and distribute them according to procedures.
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 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, organize patient-transfer documentation, and 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 switchboard and general telephones, relay calls, page physicians and staff, respond to alarms and emergency calls according to protocols, and respond to facility door buzzers as applicable.
Maintain control of facility keys as required and respond to patient inquiries by telephone.
Send and receive faxes and emails in a timely manner while complying 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.