Admitting and Administrative Clerk
PHSA
Admitting and Administrative Clerk AgencyPHSA Labor AgreementFacilities Subsector Posting #187654-2436318 Grade16 DepartmentOP-Reproductive Mental Hlth UnionHEABC Facilities - HEU Work Site4500 Oak Street, Vancouver StatusTemporary Position DurationUntil return of incumbent Salary Range$27.10 / Hour Position StatusFull-time FTE1.00 Hours of Work0800-1600 Work DaysMon, Tue, Wed, Thu, Fri Days OffSat, Sun, Stat Position Start Date01-Sep-2025 Position End Date15-Jan-2025 Applications Accepted Until 10AM20-Aug-2025 Job Summary
Job Summary:
Reporting to the Senior Director, or designate, the Admitting and Administrative Clerk performs a variety of clerical/administrative and patient related activities including scheduling and booking of patient appointments, processing of referrals; performing reception, admitting and patient registration duties; and maintaining databases, records and other patient information. Also provides clerical support to the intake process including duties such as filing, faxing, photocopying, arranging for courier, typing technical and non-technical material utilizing various computerized word processing and spreadsheet software packages, booking meetings, and other general office and administrative duties for the department.
Duties/Accountabilities:
1. Schedules and books patient appointments and follow-up appointments which includes booking urgent assessment appointments and complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both family and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.
2. Receives and registers patients upon arrival. Ensures patient demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional that the patient has arrived.
3. Performs referral functions including duties such as screening for information as identified by specialty clinics, gathering additional/missing information, performing data entry, sending out patient questionnaires, and receiving and processing related paperwork.
4. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and patient statistics. Follows up with appropriate team members as necessary.
5. Types and distributes a variety of technical and non-technical material such as correspondence (including re-direct letters), reports, notices, agendas, notes/minutes of meetings, spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
6. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting patients and families, printing daily schedule, and forwarding problems and complex queries to appropriate personnel.
7. Provides clerical and general administrative support to the Senior Director or designate, and to the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, arranging for courier, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature and e-forms.
8. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
•Grade 12 and two year’s recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
Job Summary:
Reporting to the Senior Director, or designate, the Admitting and Administrative Clerk performs a variety of clerical/administrative and patient related activities including scheduling and booking of patient appointments, processing of referrals; performing reception, admitting and patient registration duties; and maintaining databases, records and other patient information. Also provides clerical support to the intake process including duties such as filing, faxing, photocopying, arranging for courier, typing technical and non-technical material utilizing various computerized word processing and spreadsheet software packages, booking meetings, and other general office and administrative duties for the department.
Duties/Accountabilities:
1. Schedules and books patient appointments and follow-up appointments which includes booking urgent assessment appointments and complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both family and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.
2. Receives and registers patients upon arrival. Ensures patient demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional that the patient has arrived.
3. Performs referral functions including duties such as screening for information as identified by specialty clinics, gathering additional/missing information, performing data entry, sending out patient questionnaires, and receiving and processing related paperwork.
4. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and patient statistics. Follows up with appropriate team members as necessary.
5. Types and distributes a variety of technical and non-technical material such as correspondence (including re-direct letters), reports, notices, agendas, notes/minutes of meetings, spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.
6. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting patients and families, printing daily schedule, and forwarding problems and complex queries to appropriate personnel.
7. Provides clerical and general administrative support to the Senior Director or designate, and to the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, arranging for courier, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature and e-forms.
8. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
•Grade 12 and two year’s recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
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