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. Within the context of a patient and family centered care model and in accordance with the established vision and values of the organization, position provides confidential administrative and secretarial support to a Division or Department Head. Duties include typing technical and non-technical material, utilizing word processing, spreadsheet and presentation software, answering telephone, greeting visitors and responding to general inquiries. Screens, prioritizes and redirects incoming and outgoing correspondence and electronic mail. Schedules/books out-patient appointments. Maintains calendars for Leader and designated team members, scheduling appointments and arranging meetings. Attends meetings to take minutes, types and distributes agendas and minutes and follows up on action items. Supports the academic and research activities of the Division/Department.
Duties/Accountabilities:
1. Transcribes and types a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distributes materials as necessary. Prints out or types appointment lists and appointment letters as requested for patients and staff/physicians and sends via email or regular mail. Composes correspondence/letters for routine inquiries and submits for signature.
2. Maintains appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Makes travel arrangements as required. Prepares physician’s on-call roster for coverage and distributes schedule.
3. Supports the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintains curriculum vitae for medical staff. Provides orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provides clinical administrative support to Residents and Fellows including the preparation of materials. Prepares schedules including the on-call schedule for Residents and Fellows.
4. Attends departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepares minutes/reports and take follow up action.
5. Answers telephone, screens callers, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personnel or area. Screens and prioritizes incoming material for the attention of appropriate personnel.
6. Receives and processes requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedules follow up appointments for patients as needed and confirms appointments in advance of scheduled times. Notifies the appropriate departments and patients/families of any cancellations.
7. Obtains written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtains other essential information in accordance with established policies and procedures regarding the release of client information. Records demographic information when patient arrives and explains multi-disciplinary appointment system to parent(s) or guardian(s).
8. Sets-up and maintains filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
9. Prepares expense claim forms for physician payment when requested and sends to appropriate hospital department for processing. Prepares Fee for Service billing statements as needed and submits to Medical Services Commission.
10. Compiles, maintains and stores patient information, various statistics, index cards and related medical information. Inputs data to appropriate database, and prepares summary reports using manual/computerized spreadsheets. Accesses and extracts requested data from the computer system for appointment and other purposes; prints and forwards to designated personnel according to established procedures.
11. Monitors departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
12. 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 (3) year’s recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 60 wpm
• Ability to communicate effectively both verbally and in writing
• Physical ability to carry out the duties of the position
• Ability to organize and work.
• Ability to operate related equipment
** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement, nor an employee benefit after receiving a full time job offer with PHSA **