DI Secretary

Department: Imaging Services Administration

Hours of Work: Temporary Part-Time Position

Rotating Shifts: 0700-1500, 0800-1600, 1000-1800, 1200-2000

Pay Band: Band-C $26.62-$29.49

Union: CUPE

Location: Kingston General Hospital Site, Hotel Dieu Hospital Site and Breast Imaging Kingston

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.

PRIMARY FUNCTION:

The DI Secretary – Imaging, will be a member of the Imaging Services Team under the direction of the clerical coordinator. Responsibilities include but are not limited to the general and specialized secretarial and administrative office functions; Patient reception and registration, imaging request processing and booking, and management of patient data in accordance with departmental, hospital and OBSP protocols, policies, procedures and legislated standards.

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.

PRINCIPLE RESPONSIBILITIES:

• Receives and registers patients, updating Hospital Information System(HIS)/Integrated Client Management System(ICMS) information, verifying financial information, creating visits, ordering procedures, scanning requisitions and effectively communicating the arrival of patients to appropriate Imaging staff.

• Receives, reviews and processes requisitions and patient information to ensure completeness and/or eligibility for screening programs according to departmental protocols following up as needed and scanning to appropriate file. Organizes all patient requisitions, including distribution to appropriate staff for review and coding.

• Schedules Imaging procedures. Maintaining files of pending and booked requisitions and accurate information regarding wait times and appointment details. Processes appointment notifications for patients and referring physicians.

• Adjusts bookings by rescheduling, cancelling or adding on appointments daily as advised by senior staff.

• Instructs patients and referrers regarding preparation required for booked exams, e.g. notification if blood work, IV, sedation, etc. are required.

• Coordinate and verify patient appointments with other Departments, Primary Care Providers, Radiologists, technologists and nurses, canceling and rebooking as required.

• Receives and places calls as required, responds to inquires or refers the caller to appropriate resources and distributes messages accurately and in a timely manner. Manage communications related to bookings. Contacts referring centres regarding previous imaging, surgical or diagnostic reports and follows up as needed.

• Responds to requests in person, in writing and via the telephone to manage the distribution of digital images to patients and requesting healthcare providers. Aids in the distribution of Diagnostic Imaging reports to members of the patient’s healthcare.

• Performs various other processing and filing duties as assigned and may be required to work in all clerical areas in Imaging Services at KHSC including a combination of the following locations: Kingston General Hospital Site, Hotel Dieu Hospital Site, Breast Imaging Kingston.

• Maintains proficiency in the use of computer systems (including but not limited to HIS, PACS, E-Referral systems, ICMS), scanners, fax/copy/print machines, photocopiers, and intercom system. Keeping all logins up to date (e.g., ICMS, PCS, PACS Cube, etc.)

• Prioritizes assignments daily, weekly and monthly to attain maximum effectiveness and efficiency. Ability to efficiently switch tasks as needed and assigned throughout the day and with short-notice

• Ensures accuracy of data. Performs quick and accurate keyboard data entry into Hospital Information System (HIS), E-Referral systems, ICMS related to but not limited to patient, results, registration and scheduling.

• Demonstrates a pleasant and helpful attitude with patients and their families and staff by communicating effectively, courteously and professionally.

• Continuously striving to improve patient safety through being involved and engaged in quality improvement initiatives

QUALIFICATIONS:

• 2 years Office Administration Health Services diploma or equivalent education and experience.

• 2 years recent experience in an administrative support position in a clinical or health care setting

• Demonstrated knowledge and use of office technology (e.g. Microsoft Office Suite inclusive of Microsoft Outlook (to be tested), PCS, PACS Cube, etc.)

• Minimum typing speed 40 wpm (90% accuracy)(to be tested)

• Ability to communicate effectively, courteously and professionally with patients, families, other employees and physicians

• Proficient knowledge of medical terminology

• Demonstrated ability to work independently an collaboratively within a team

• Ability to follow written or verbal instructions accurately

• Ability to cope with frequent interruptions and work quickly and accurately under pressure in a multi-tasking environment

• Ability to prioritize assignments daily, weekly and monthly to attain maximum effectiveness and efficiency.

• Demonstrated ability to contribute to continuous quality improvement as a team member and to adapt to related process changes

• Proven good attendance record

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.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. 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.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps 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.