Clerk III - Health Information

Winnipeg Regional Health Authority•Brandon, FL

4d•Onsite

About The Position

The Clerk III Health Information works in Health Information Services at Brandon Regional Health Centre and reports to the Manager, Health Information Services. This role provides effective clerical functions, including accurate and timely patient registration and associated processing in the admission/discharge/transfer (ADT) system in accordance with provincial and regional guidelines. The position supports communication within and outside the facility and performs health-record processing and management, including secure storage. The role also supports day-to-day unit operations and may perform duties involving patient records, registrations, bed placement, switchboard and paging, telephone inquiries, facility alarms and access, faxes, email, and supplies. The position is 0.72 FTE, with anticipated day and night shifts and daily hours of 7.75 or 11.625. 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; other suitable combinations of 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.
Demonstrated knowledge of hospital electronic health record applications, including ADT, clinical information systems, and electronic document management for scanning, retrieval, and indexing.
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, 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 a culturally diverse population.
Ability to perform the duties of the position regularly and maintain positive working relationships with coworkers, clients, and the interdisciplinary team.

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 supporting the day-to-day function 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, and reconcile and distribute ADT reports.
Maintain morgue tracking and documentation; coordinate access for funeral homes and transport agencies and inform funeral homes about release and death-certificate completion as required.
Retrieve, document, and secure patient valuables as required.
Coordinate and process bed placements 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.
Review health records for accuracy and completion, organize patient-transfer documentation, and arrange ambulance bookings when needed.
Prepare and scan patient and clinical reports; maintain regional chart sequence and follow record security, storage, control, retention, and destruction practices.
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 regarding unit staffing requirements.
Assist with processing facility-specific orders and ensure results are received and organized.
Operate switchboard and telephones, relay calls, and page physicians and staff using paging equipment and overhead paging.
Assist staff and the public, respond to patient telephone inquiries, and attend to alarms, emergency calls, and facility door buzzers according to established protocols.
Maintain control of facility keys as required.
Ensure faxes and emails are sent and received promptly in accordance 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.