Job Summary:

The Administrative and Data Entry Clerk performs clerical and secretarial duties including data entry of patient/test information into the laboratory information system, typing a variety of materials including patient reports, maintaining department files and records, taking and transcribing minutes of meetings, and booking appointments.

Duties/Accountabilities:

1. Receives incoming specimens and requisitions and checks for accuracy and completeness of information such as personal health number, name, date of birth and tests required.  Contacts physicians or labs for missing information and makes necessary corrections.
2. Enters patient data into computer systems, issues new patient identification number where required and identifies duplicate record problems, obtains or clarifies missing or questionable information, corrects errors and omissions in patient demographic data and enters corrections into computer systems.  
3. Assembles and types a variety of material such as manuals, articles for publication, teaching materials, schedules, duty lists and rosters, reports, correspondence, and statistics from memoranda, e-mail, dictation or rough draft, as required.
4. Sets up and maintains department files and records such as patient files, laboratory reports, correspondence, inventories, billings and schedules.
5. Answers telephone enquiries, takes messages, and refers calls where appropriate.
6. Searches for and retrieves patient or department information from databases as requested.
7. Sorts and distributes incoming mail and processes outgoing mail, including laboratory reports and correspondence.
8. Composes and types routine memos and correspondence for approval and signature.
9. Attends meetings, takes minutes, transcribes, and distributes as requested.
10. Assists the senior staff with research studies by maintaining statistics, bibliographies, formats, requests article reprints as requested.
11. Inputs, edits, formats, and merges data in word processing, databases and computer systems for patient records, inventory control, billing and scheduling as required.
12. Schedules appointments for departmental staff and arranges meetings as requested.  Makes travel arrangements for departmental staff, if necessary.  Completes travel and other expense claims for signatures.
13. Maintains inventories of department office supplies to pre-determined levels, prepares purchasing requisitions for signature when necessary. Receives and distributes supplies by checking for correct documentation on incoming and outgoing goods and specimens and completing documentation when required, ensuring goods and specimens are distributed to the designated area and informing the appropriate staff, and reporting unusual situations to supervisor.
14. Performs reception duties, and books and schedules patient appointments, as required.
15. Performs other related duties as assigned.
    
    

Qualifications:

Education, Training and Experience

• Grade 12 and two year’s of recent related experience or an equivalent combination of education, training and experience.
  
  

Skills and Abilities

• Ability to keyboard at 45 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.