Summary

JOB SUMMARY:

Reporting to the Patient Care Manager, the position supervises up to ten (10) designated staff and oversees the coordination of clerical workflow within the designated departments at St. Paul’s Hospital and Mount St.

Joseph

Hospital as applicable by performing duties such as supervising work activities, scheduling and coordinating work assignments, evaluating performance in conjunction with the Patient Care Manager. Reviews and revises clerical policies and procedures, sets up protocols for methods of operation, and coordinates implementation of recent work methods and/or systems with Hospital and Medicine Information Systems for assigned area. Monitors expenditures and makes recommendations to the Patient Care Manager regarding budget for the designated area.

Performs patient registration and appointment scheduling and other clerical functions as required.

QUALIFICATIONS:

Education, Training, and Experience

Grade 12 and three years’ recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

Ability to keyboard at 40 w.p.m.

Knowledge of medical terminology

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 supervise

Ability to organize work

Ability to operate related equipment

- Supervises the clerical workflow and activities for up to ten (10) designated staff within the assigned area by performing duties such as scheduling and coordinating work assignments and staff, providing relief coverage for the assigned area, checking and prioritizing work, providing advice and guidance to facilitate resolutions to work problems, monitoring operations to ensure department standards are met and safety procedures are followed, correcting problems as required. Refers discrepancies or concerns to the Manager.
- In conjunction with the Manager, oversees various staffing issues related to performance,



orientation and training, staff selection and disputes by methods such as writing employee performance evaluations to promote quality work performance, discussing evaluations and clarifying performance expectations with staff, determining orientation and training requirements and documenting performance problems, discussing recommendations regarding probationary period extensions and disciplinary action with the Manager. Assists with staff selection by attending panel interviews for position vacancies and providing input regarding evaluation of candidates.
- Participates in the development of work methods and procedures to meet the needs and requirements of the assigned area by reviewing work procedures and making recommendations for changes to the Manager to ensure quality work performance. Implements approved processes and standards such as communicating approved processes and standards to staff, providing guidance as required, and being a resource to staff for questions.
- Monitors clerical relief needs and discusses with Manager to ensure they meet budget restrictions, makes recommendations, and takes follow up action as directed.
- Schedules and books inpatient, outpatient, and day-care appointments in accordance with established priority level and medical/technical staff schedules by receiving appointment request or referral, entering the patient information and demographics into information and registration systems, making follow up appointments including appointments for diagnostic tests, and cancelling/adjusting patient appointments as required.




- Receives and admits patients by obtaining information such as personal details, completing a variety of standard forms, and obtaining patient signatures as required. Updates patient information and filing systems in accordance with established procedures.
- Performs reception duties by receiving telephone calls, visitors, and staff and directing or transferring them to appropriate personnel, taking messages and providing routine information, and escorting patients to rooms.
- Types a variety of technical and non-technical materials such as correspondence, memos, minutes and reports from written drafts or revisions. Photocopies, files, and distributes materials as required.
- Sets up and maintains departmental filing systems for materials such as correspondence, patient test results and reports by creating and labelling files, filing material as appropriate, and retrieving information such as patient charts as required.
- Maintains statistical records and reports on various activities for the assigned area by gathering data, recording, tabulating and summarizing information for budgetary requirements and workload monitoring.
- Maintains sufficient levels of stationery supplies for the assigned area according to predetermined levels by identifying depleting stock, ordering replacement items, and verifying receipt of items by comparing orders again the original requisitions in accordance with departmental procedures.
- Carries out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying the Manager or other appropriate personnel.
- Performs other related duties as assigned.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. Testing may be required. *A criminal record check may be required

📌 Clerical Supervisor (Vancouver)
🏢 Providence Health Care
📍 Vancouver