Job Summary:

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic direction of PHSA, safety, including both patient and employee 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 Senior Clerk reports to the Clerical Supervisor and supervises three (3) to ten (10) designated staff and oversees the coordination of clerical workflow for the designated area within the department of Medical Imaging. The role supervises work activities, schedules, and coordinates staff, provides input into employee evaluations, reviews and revises policies and procedures, sets up protocols for methods of operation, coordinates implementation of new work methods and/or systems and troubleshoots hospital and Radiology Information Systems for the assigned area. The Senior Clerk monitors expenditures and makes recommendations to the supervisor regarding budget for designated area, as applicable, and performs patient registration, appointment scheduling and other clerical functions as required.

Duties/Accountabilities:

1.    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 supervisor.
2.    Supports the Supervisor/Manager with various staffing issues related to performance, orientation and training, staff selection and disputes by providing input into employee performance evaluations to promote quality work performance, discussing evaluations and clarifying performance expectation with staff, determining orientation and training requirements, documenting performance problems and providing input to the Supervisor/Manager regarding probationary period extensions and/or disciplinary action.  Assists with staff selection by attending panel interviews for position vacancies and providing input regarding evaluation of candidates.
3.    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 supervisor.  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 supervisor, and notifying staff of changed procedures. Revises clerical procedures for approval by drafting and typing items utilizing basic word processing software.
4.    Monitors clerical relief needs and ensures they meet budgetary restrictions, discusses clerical budget with supervisor, makes recommendations upon request and takes follow up action as directed.
5.    Communicates with internal departments regarding clerical issues and/or procedures by responding to inquiries relating to clerical work flow or procedures, coordinating discussions and working with personnel to resolve work related issues and discussing issues with supervisor as required.  Acts as a member of departmental committees when requested to provide input regarding clerical functions, workload and/or policies and procedures.
6.    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.
7.    Performs hospital registration and appointment scheduling and clerical functions as required by performing duties such as receiving patients, scheduling and booking inpatient, outpatient 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.
8.    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.
9.    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.
10.    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.
11.    Carries out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying supervisor or other appropriate personnel.
12.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12, successful completion of a recognized course in medical transcription and three years' recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.  

Skills and Abilities

•    Ability to keyboard at 45 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.