Secretary and Computer Systems Support

Providence Healthcare • Vancouver, BC

1d • Onsite

About The Position

Reporting to the Professional Practice Leader, this role provides secretarial, systems, and administrative support to designated departments across all sites. Key responsibilities include screening incoming materials and calls, prioritizing items for attention, responding to inquiries, and assisting in coordinating workflow. The position also involves admitting patients using the computerized Admission, Discharge, & Transfer system (ADT), scheduling out-patient appointments, and maintaining workload measurement and patient care information systems. This includes monitoring data quality, managing user access, loading system software, resolving routine system problems, and updating user manuals. The role requires collaboration with Information Management/Information Systems (IMIS) personnel and vendors, providing system orientation and access for new users, typing materials, generating statistical reports using various software packages, and maintaining the departmental website. Additionally, the role involves attending meetings, preparing agendas, taking and circulating minutes, and performing general clerical duties such as reception, mail processing, photocopying, and faxing.

Requirements

• Grade 12, graduation from a recognized secretarial program
• Supplemented by recognized courses related to computer operating systems
• Two years' recent related experience or an equivalent combination of education, training and experience
• Ability to keyboard at 50 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.

Nice To Haves

• Criminal record check may be required.

Responsibilities

• Screen and prioritize incoming materials and calls into the department for the attention of the Professional Practice Leader and discipline staff.
• Respond to inquiries from staff, hospital, health department, and community agencies by referring to staff within or outside the department and providing information regarding the department's procedures and services offered, drafting correspondence or referring elsewhere.
• Admit patients to the designated therapy area by completing required documentation and forms and entering information into the computerized ADT system.
• Schedule and book out-patient appointments, adjust arrangements in accordance with patient and facility requirements and contact areas such as Doctors' offices and patients to confirm appointments.
• Make follow-up appointments as required, cancel and/or adjust patient appointments, maintain wait lists and compile out-patient statistics.
• Provide or arrange orientation and support on a variety of computerized systems used to gather data, such as workload measurement and patient care information to department users.
• Add or remove users, load system software onto computer workstations, respond to user inquiries, identify and resolve routine system problems as per established procedures and/or by liaising with vendor and IMIS personnel.
• Update user manual as directed by vendor and communicate system changes to users.
• Ensure new users have appropriate computer access by completing paperwork and following up with IMIS as required.
• Maintain and monitor data in database systems such as workload measurement systems, and Providence Health Care (PHC) Alternate Level of Care by entering data, maintaining data tables, identifying required reports, verifying data integrity and communicating issues/requests to vendor and IMIS.
• Generate statistical data and reports and forward to Professional Practice Leader for analysis as required.
• Type materials, from handwritten draft or verbal instruction, such as correspondence, memos, policies and procedures, notices, reports, discharge summaries, clinical assessments and treatments forms, and patient documentation.
• Utilize word processing, spreadsheet and graphic software packages, create files and set up columns, tables and spreadsheet calculations; enhance reports and presentation material, and distribute material as required.
• Maintain departmental web site by adding or removing materials and updating content as directed.
• Receive referrals to the department, and prioritize and distribute to designated Therapist.
• Assist with the monitoring and coordination of patient wait lists by assigning the wait list referrals to the designated Therapist.
• Receive visitors and patients, provide information, answer inquiries and refer professional practice issues to discipline staff as needed.
• Perform clerical duties such as processing incoming and outgoing mail, faxing correspondence, photocopying, ordering supplies, completing maintenance requisition requests, setting up and maintaining filing systems.
• Attend a variety of meetings and provide support by methods such as typing and circulating agendas, recording and preparing minutes and reports.
• Take follow up action as required and participate on committees as needed.
• Arrange and book accommodations for patients/families based on financial need.
• Prepare, update, and manage the PHC Accommodation Guide as required.
• Manage petty cash and transportation receipts such as taxi vouchers and bus tickets for the department, and reconciling control documents.
• Maintain inventory of books and other materials for the department.
• Perform other related duties as assigned.

Benefits

• Eligible employees receive a robust medical and dental benefits package
• Work towards a comfortable retirement through employer-matched contributions to one of Canada's strongest pension plans!
• Access mentorship, interdisciplinary learning, and ongoing professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree