Title: OR Data/Booking Clerk

Department: Operating Room

Hours of Work: Full-Time Position

Rotating Shifts: 0700-1500, 1400-2200

Pay Band: Band-C$26.03-$28.84

Union: CUPE

Location: Kingston General Hospital Site

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

DESCRIPTION:

Supports the Perioperative Services department by maintaining OR database related to scheduling and supplies.

Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

DUTIES INCLUDE:

• Enters information into the OR scheduling, Waitlist, PICIS & other OR Management systems (e.g. booking information and/or post case information; maintains scheduling system inventory supply records); identifies missing or incomplete information; gathers missing information in consultation with OR manager; accurately books surgical times and identifies under or over usage of OR times to the OR Manager and Charge Nurse; follows up with surgeon’s offices or others as required to ensure information is complete and accurate; selects appropriate procedure codes, consulting with OR staff as required; maintains files of OR records. External procedure bookings related to Endoscopy, MRI. Anesthesiology assignments, Manages and organizes scramble time, picked up and released time. Communicates and organizes ACT OR activity requests that include cardioversion scheduling, hybrid ablations, TAVI and EVAR’s.

• Creates and distributes reports from various OR Management Systems to identified areas as required (e.g. daily OR schedule, PICIS audits, daily OR log, preference cards; released time; month end reports etc.). Maintains OR cancellation rota. Reports and collects implant data to decision support for CIHI. PACU quarterly patient census reports. New surgical secretary orientation as it relates to PICIS and OR bookings. Liaises with OR Equipment Coordinator, Central Processing, Clinical Leaders and Supply vendors as required.Facilitates corrections of OR Manager documentation errors.

• Liaises with Clinical Systems Operations, and third party software vendors to communicate software issues and to test impact of software upgrades. Provides input into recommended software improvements.

• Revises Service Block Allocations in OR scheduling system as required; ensures new resources are added/changed in OR data base and PICIS, provides assistance to OR staff regarding updating of preference cards, as required. Updates orthopedic arthroplasty procedures received from Bi-weekly rounds.

• Performs other clerical duties as assigned (eg. Copy typing, photocopying etc.), maintains office supplies/paperwork and assists with inquiries from patients, families, medical and hospital staff.

BASIC QUALIFICATIONS:

• College Diploma (1 year) in Business/Office Administration or equivalent combination of education and experience.

• Minimum of 2 years medical secretarial experience within 5 years.

• Medical terminology course is required.

• Proficiency with Windows based applications including word processing (Word Level 2), spreadsheets (Excel Level 2), electronic mail will be tested.

• Proficiency with Relational Databases and designing reports using package software (e.g. Microsoft Access, Crystal Reports).

• Demonstrated medical terminology proficiency *(*will be tested; passing mark is 70%).

• Keyboarding 45 w.p.m. on test.

• Demonstrated ability with above average grammar, written and verbal communication skills, including good grammar, composition.

• Evidence of strong organizational skills with the ability to work under pressure, cope with frequent interruptions and meet deadlines is essential.

• Excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people.

• Proven ability to attend work regularly.

• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.