Summary

JOB SUMMARY:

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision, Values, and strategic directions of Providence Health Care, the person promotes a secure, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Manager, Registration Services or designate and receiving work direction from the Supervisor, Registration Services for specific assignments, the Lead Clerk performs a variety of duties such as adhering to established quality assurance procedures by reviewing and editing patient data and generating audit reports as necessary and acting as the point person for Health Information Management (HIM) during the shift.

The Lead

Clerk provides work direction to designated staff, coordinates work assignments and troubleshoots workload issues, prioritizes actions and follows up to ensure completion. Provides input into staff performance evaluations and participates in orienting and training of staff. Communicates and implements approved HIM process and standards under direction of the Manager/Supervisor and acts as a resource to staff and site personnel on related matters.

Reviews work procedures and recommends changes to the Manager/Supervisor. Registers patients (including inpatients, outpatients, ambulatory care patients and emergency patients) in the computerized admission/discharge/transfer system. Processes admissions, transfers, and discharges.

Completes documentation related to death processing as required.

QUALIFICATIONS:

Education

Grade 12 and medical terminology, 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.
- 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.




- Follows established quality assurance procedures by reviewing and editing patient data; produces audit reports as required.
- Acts as a HIM point person on the shift including communicating with various departments at assigned site(s) regarding registration issues and/or standards and procedures by methods such as responding to enquiries relating to work assignments, forwarding information and answering related questions. Works with site and HIM personnel to resolve staff and service related issues. Escalates unresolved issues or queries to Manager/Supervisor.
- Provides work direction to designated staff including performing duties such as scheduling and coordinating work assignments, checking and prioritizing work, monitoring performance to ensure department standards are met, providing work guidance and advice.
- Reports any equipment malfunction by calling the helpdesk and coordinates troubleshooting to determine if replacement is needed.

Notifies

Manager/Supervisor of any unresolved issues.

- Provides assistance to the Manager/Supervisor with staffing issues such as performance evaluations, orientation and training requirement by providing input into employee performance evaluations, orientating and training new and current staff.
- Implements approved HIM processes and standards under the direction of the Manager/Supervisor through methods such as communicating approved processes and standards to staff, providing guidance as required, and being a resource to staff for questions. Maintains various manuals such as policy manuals by performing duties such as filing new and/or updated releases and/or procedures as they are received.




- Reviews work procedures and makes recommendations for changes to the Manager/Supervisor to ensure quality work performance.
- Interviews patients, relatives and/or family to obtain registration information, such as relevant personal and demographic information and responsibility for payment, and registers patient in the computerized admission/discharge/transfer system. Processes preadmissions.

Accesses

HealthNet as required to determine the patient's healthcare number (PHN) or assigns a new PHN if required. Searches other databases as required.

- Completes and prints registration forms related to the documentation of patients and forwards this information to appropriate departments. Obtains signatures as appropriate. Prepares and applies identity bands to patients.
- Contacts internal departments or units and external agencies such as funeral homes and processes documentation on expired patients by obtaining consent forms for body removal, completing required data, forms and reports for the coroner’s office and contacting funeral homes/physicians’ offices as required.
- Assists the Supervisor or designate with the release of bodies if applicable by performing duties such as verifying paperwork, notifying the Supervisor or designate of paperwork deficiencies, and entering patient departure from the morgue into the computerized admissions/discharge/transfer system.
- Generates standard reports as requested from the computerized admission, discharge and transfer system and distributes accordingly.
- Liaises with centralized staffing office regarding the filling of temporary staffing requirements and payroll matters. Discusses discrepancies to the Manager/Supervisor as required.
- 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

📌 Lead Clerk, Registration Services (Burnaby)
🏢 Providence Health Care
📍 Burnaby