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. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Program Secretary/Booking Clerk reports to the Provincial Manager and performs a variety of administrative and secretarial duties for the Nursing Support Services program. The role schedules multi-disciplinary community-based client meetings, manages calendars, types a variety of department documentation, and coordinates workflow of assigned area.

Duties/Accountabilities:

1.    Receives and processes requests for referrals and appointments, using information from patient charts as necessary. Coordinates with the professionals in the assigned area in scheduling same, making additions, deletions and changes to appointments. Prints out or types appointment lists for each clinician and appointment letters for each patient.
2.    Makes follow-up appointments for clients and their families and confirms that appointments are kept. Notifies appropriate clinician of any additions, deletions and changes to appointments. Books and confirms accommodation for out-of-town clinical outreach, if required.
3.    Types a variety of documents such as correspondence, memos, reports, minutes by transcribing from dictation and or written draft for the assigned program using word processing/dictatyping equipment.
4.    Coordinates the workflow of assigned area by establishing work schedules and organizing operating procedures.
5.    Performs reception duties such as receiving patients, parents and visitors and directing them to the appropriate area. Answers, screens and re-directs telephone calls. Receives, sorts and distributes correspondence; handles inquiries regarding the program; re-directs inquiries as required.
6.    Attends patient intake meetings and takes notes that relate to the booking of appointments. Attends other meetings and takes minutes as required.
7.    Accesses Nursing Support Services database and inputs patient data to establish, maintain and store such data as statistical and patient data on the computer database system. Extracts requested data from the Nursing Support Services database.
8.    Collects, collates and maintains related medical information as requested. Maintains and updates filing system for items such as charts, laboratory reports and routine correspondence. Mails and distributes reports.
9.    Pre-registers clients and families using the hospital’s CST Cerner system. Obtains written, signed consents from parents, authorizing release of information. Obtains any other essential information that is required.
10.    Records demographic information in advance of scheduled client/family meetings and explains the appointment system to families.
11.    Requests and collects charts from Health Records, returns charts no longer required.
12.    Maintains inventory of office supplies for the department, replenishing as necessary.
13.    Performs other related duties as required.    

Qualifications:

Education, Training and Experience

Grade 12, graduation from a recognized secretarial program, including a recognized course in
medical transcription and three years recent related experience or an equivalent combination of
education training and experience.

Skills and Abilities

Ability to keyboard at 60 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.