Senior Clerk, Medical Imaging

Providence Health Care•Vancouver, BC

About The Position

Reporting to the Clerical Coordinator or designate, the Senior Clerk supervises three (3) to ten (10) designated staff and coordinates the clerical workflow for the designated area within the department of Medical Imaging. Duties include supervising work activities, scheduling and coordinating staff, providing input into designated employees’ performance to the Clerical Coordinator, reviewing and revising policies and procedures, setting up protocols for methods of operation, coordinating implementation of new work methods and/or systems and troubleshooting hospital and Radiology Information Systems for the assigned area. Monitors expenditures and makes recommendations to the Clerical Coordinator regarding budget for designated area, as applicable and performs patient registration, appointment scheduling and other clerical functions as required.

Requirements

Grade 12
three years' recent, related experience, including one year in a supervisory capacity, or an equivalent combination of education, training, and experience.
Ability to keyboard at 40 wpm.
Ability to supervise.
Knowledge of medical terminology.
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.

Responsibilities

Supervises the clerical workflow and activities of three (3) to ten (10) designated staff within the assigned area by performing duties such as scheduling and coordinating work assignments and staff, providing relief coverage for assigned area, checking and prioritizing work, providing guidance and advice to facilitate resolutions to work problems, monitoring operations to ensure department standards are met and safety procedures are followed, correcting problems as required and referring discrepancies or concerns to the Clerical Coordinator.
Oversees various staffing issues related to performance, orientation and training, staff selection and disputes by providing input into employee performance to the Clerical Coordinator and clarifying performance expectation with staff, determining orientation and training requirements and documenting performance problems to discuss with the Clerical Coordinator.
Assists with staff selection by attending panel interviews for position vacancies and providing input regarding evaluation of candidates.
Participates in the development of operating methods and procedures in order to meet the needs and requirements of assigned area, the department and legislation by liaising with appropriate personnel, identifying problems, inefficiencies and alternate solutions and recommending changes to Clerical Coordinator.
Identifies inconsistencies in office procedures and develops new work systems by working together with staff to streamline processes, setting protocols for work methods, developing forms to streamline workflow, discussing changes with the Clerical Coordinator, and notifying staff of changed procedures.
Revises clerical procedures for approval by drafting and typing items utilizing basic word processing software.
Monitors clerical relief needs and ensures they meet budgetary restrictions, discusses clerical budget with Clerical Coordinator, makes recommendations upon request and takes follow up action as directed.
Communicates with internal departments regarding clerical issues and/or procedures by responding to inquiries relating to clerical workflow or procedures, coordinating discussions, and working with personnel to resolve work related issues and discussing issues with Clerical Coordinator as required.
Acts as a member of departmental committees when requested to provide input regarding clerical functions, workload and/or policies and procedures.
Troubleshoots Hospital and Radiology Information Systems for assigned area as applicable and provides input into the development of user procedures by monitoring systems performance within assigned areas, identifying problems to management, suggesting revisions to established procedures and participating in projects as a team member to ensure departmental requirements are met.
Performs hospital registration and appointment scheduling and clerical functions as required by performing duties such as receiving patients, scheduling, and booking inpatients, outpatients, and day-care appointments in accordance with Radiologist’s established priority level and medical/technical staff schedules.
Acts as a receptionist for the designated area, enters booking and film information into Hospital System, enters patient demographics into the hospital’s computerized patient registration system and maintains patient filing system in accordance with established procedures.
Maintains statistical records and reports on various activities within designated area by gathering data, recording, tabulating, and summarizing information for budgetary requirements and workload monitoring.
Maintains sufficient levels of stationery supplies for designated area according to predetermined levels by identifying depleting stock, completing, and signing Store’s requisitions to order replacement items and verifying receipt of items by comparing order against original requisition in accordance with departmental procedures.
Sets up and maintains departmental filing systems such as purchasing requisitions and statistics by creating computerized or hard files, filing/inputting/placing material into appropriate areas, indexing material when required and establishing bring forward systems to ensure immediate retrieval of required information for reporting purposes.
Carries out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying the Clerical Coordinator or other appropriate personnel.
Performs other related duties as assigned.