Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Administrative Supervisor and in partnership with the program booking secretaries performs a variety of duties related to outreach activities in accordance with established policies, plans and procedures.  Duties include providing clerical support such as collecting referrals, taking minutes, registration and scheduling of outreach appointments and telehealth encounters, clinic preparation and follow-up, booking of outreach related travel for the team, sorting and retrieving data from databases and obtaining patient information utilizing appropriate information systems.

Duties/Accountabilities:

1.    Arranges outreach trips by liaising with the communities and the professionals to determine the possible patient list and suitable outreach dates; books hotels, arranges for transportation and rental vehicles, and ensures tickets are delivered to staff; collects charts and provides professionals with information forms/materials for the outreach trip; pre-admits  patients and confirms there is an active referral prior to being seen on the outreach trip as well as bookings for assorted other health professionals.

2.    Reconciles program credit card statement using guidelines and systems established by Finance and BCCH Administration.  Reports discrepancies to Business Operations Manager or Program Manager.  

3.    Schedules and books clinical and telehealth appointments for BCCH teams/services.  As required, sends out letters/emails confirming appointments to families and/or community professionals.

4.    Prepares patient charts for outreach appointments, including requesting health records charts, if required, and tracks information through the relevant databases.  

5.    Prepares information required for the patient’s appointment including photocopying information packages and materials, and liaising with booking clerks to schedule patient appointment times, technicians, equipment, community professionals and families.

6.    Maintains a central equipment pool, mostly laptops, for outreach activities by maintaining a master sign out list and ensuring equipment is returned and stored securely after each trip.

7.    Compiles and prepares reports in relation to encounters such as patient specific information collected during registration and scheduling process as directed by the programs for billing purposes.

8.    Prepares reports for the Program Manager or designate as required.  

9.    Arranges meetings as required, distributes announcements for meetings/events, and assists in room set up, material preparation and distribution.  

10.    Maintains and collects statistical information regarding outreach trips, active referrals and community wait lists to support program planning; tracks and inputs information into various information systems.  Reviews the data to ensure accuracy and consistency and brings forward concerns to the Business Operations Manager.  

11.    Provides reception duties as required which may include duties such as receiving and directing patients, answering the phone, forwarding calls and answering general inquiries.

12.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

Grade 12, plus two (2) years’ 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.
•    Physical ability to carry out the duties of the position.
•    Ability to organize work.
•    Ability to operate related equipment.