Program Secretary /Booking Clerk, Nursing Support Services Program, C&W

Job summary

Coordinates patient referrals, appointments, follow-ups, clinic schedules, and accommodation arrangements for the Neonatal Follow-up Clinic. Provides secretarial and reception support, maintains patient and clinic records and database information, and prepares correspondence, reports, appointment materials, and meeting minutes.

Job details

Vancouver, Canada Temporary,Full-Time Apply Save job Program Share on social media Category Clerical/Secretarial Administrative/Administrative Resource Team Requisition number 205463E Date posted 10/13/2026 Job Summary Performs multi-disciplinary patient scheduling and secretarial duties such as transcribing medical dictations, minutes of meetings and typing of general correspondence for the Neonatal Follow-up Clinic Duties/Accountabilities Receives and processes requests for referrals and appointments, using information from patient charts as necessary. Coordinates with the professionals in the assigned area in scheduling same, making additions, delet=ons and changes to appointments. Makes follow-up appointments for patients and confirms that appointments are kept. Notifies appropriate department of any additions, deletions and changes to appointments. Types a variety of documents such as correspondence, memos, reports, minutes by transcribing from dictation and or written draft for the assigned multi-d=sciplinary program using word processing/dictatyping equipment. Coordinates the work flow of assigned area by establishing work schedules and organizing operating procedures. Performs reception duties such as receiving patients, parents and visitors and directing them to the appropriate area. Answers, screens and re-directs telephone calls. Books and confirms accommodation for out-of-town patients, if required. Prints out or types appointment lists for each clinic day and appointment letters for each patient Page 2 of 2 Children’s & Women’s Facilities Job Description Program Secretary/Booking Clerk Attends the monthly patient intake meetings and takes notes that relate to the booking of appointments. Also attends other meetings and takes minutes as required. Accesses Neonatal Follow-up database and inputs patient data to establish, maintain and store such data as statistical and patient data on the computer database system. Accesses and extracts requested data from the Neonatal Follow-up database. Obtains written, signed consents from parents, authorizing release of information. Obtains any Other Essential Information That Is Required. Records demographic information when patient arrives and explains the multi-disciplinary appointment system to families. Collects, collates and maintains index cards and related medical information as requested. Maintains and updates filing system for items such as charts, laboratory reports, correspondence, etc. Mails and distributes multi-disciplinary reports. Pre-registers clinic patients using the hospitals Affinity system. Receives, sorts and distributes correspondence; handles inquiries regarding the clinic; re-directs inquiries as and when necessary. Requests and collects charts from Health Records, returns charts no longer required. Maintains inventory of office supphes for the department, replenishing as necessary. 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 years recent related experience or an equivalent combination of education training and experience. Skills And Abilities Ability to keyboard at 60 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. Apply Save job Back to search result SVG Internal job portal Current employees must apply through the internal job portal (link is external) . If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca (link sends email) with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting. SVG PHSA’s values and Coast Salish Teachings PHSA embodies values that reflect a commitment to excellence. PHSA’s values are: Compassion, Respect, Equity, Courage, Innovation. In addition, PHSA accepted six Coast Salish Teachings from Coast Salish Knowledge Keeper Shane Pointe, Siem Te’ta-in. Learn more about PHSA’s values and teachings Back to top Sign up for job alerts SVG Learn about new career opportunities Be the first to know about new jobs at PHSA with recent postings sent straight to you! 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What you’ll do

Coordinates patient referrals, appointments, follow-ups, clinic schedules, and accommodation arrangements for the Neonatal Follow-up Clinic. Provides secretarial and reception support, maintains patient and clinic records and database information, and prepares correspondence, reports, appointment materials, and meeting minutes.

Requirements

Requires Grade 12, graduation from a recognized secretarial program that includes a recognized medical transcription course, and three years of recent related experience, or an equivalent combination of education, training, and experience. Applicants must be able to type 60 words per minute and communicate effectively, organize work, deal effectively with others, operate related equipment, and perform the position's physical duties.

Listed skills

• written communication · Preferred
• Organization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Patient Scheduling
• Appointment Booking
• Medical Transcription
• Typing
• Written Communication
• Verbal Communication
• Telephone Reception
• Meeting Minutes
• Database Data Entry
• Data Retrieval
• Records Management
• Organization
• Word Processing
• Clinic Coordination
• Patient and Family Communication
• Office Equipment Operation

Job areas

• Administrative
• Healthcare
• Customer Service & Support

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