Job Summary:
In accordance with the Mission, Vision, Values 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.

Reporting to the Administrative Manager or designate, the Registration/Booking Clerk performs a variety of clerical and patient related activities, including scheduling and booking of patient appointments, processing of referrals; performing reception, admitting and patient registration duties; and maintaining databases, records and other patient information. Provides clerical functions such as faxing, photocopying, and typing material by utilizing various computerized word processing and spreadsheet software programs. Answers the phone and responds to routine messages or forwards callers to appropriate personnel. Maintains departmental equipment, supplies and filing systems.

Duties/Accountabilities:

1. Utilizes a computerized scheduling system to schedule and book patient appointments and follow-up appointments which includes booking complex interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements, notifying both patient and clinician, providing information on the appropriate date, time, and location to patient, and placing appointment reminder calls to patients/families.

2. Receives and registers patients within a computerized scheduling system upon arrival. Ensures patient demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional regarding the arrival of the patient.

3. Performs referral functions including duties such as gathering additional/missing information, performing data entry, and receiving and processing related paperwork. Schedules new referrals based on established criteria and works with physicians, clinic nurses and allied health professionals to appropriately schedule referrals based on clinical indicators.

4. Performs receptionist and other clerical duties including answering telephones, responding to inquiries and requests for information, obtaining patient files as necessary, greeting patients and families, printing daily and/or monthly schedules, and forwarding problems and complex queries to appropriate personnel.

5. Assembles and maintains client charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephones physicians’ offices or hospitals to request client information/documentation to ensure accuracy of records and charts.

6. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and patient statistics on items such as client/patient attendance, treatment types, client/patient or treatment cancellations, and waitlist information. Follows up with appropriate team members as necessary.

7. Types and distributes a variety of material such as correspondence, reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required.

8. Provides clerical support to the department by performing tasks such as arranging meetings as directed, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature. Submits check requisitions for reimbursements and expenditures to PHSA finance.

9. Obtains and returns patient charts from Health Records by completing requisitions and collecting the charts. Obtains health record unit number for new patients from Health Records.

10. Assists with receiving and gathering information and ordering/tracking supplies for the department as required.

11. Performs other related duties as assigned.

Qualifications:
Education, Training and Experience

• Grade 12 and two (2) year’s recent 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.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.