nSPH Transition Information

As Providence Health Care prepares for the opening of the New St. Paul's Hospital, some aspects of this position may evolve during the transition period. While the overall nature of the role is expected to remain substantially the same, operational requirements may result in adjustments to scheduling, FTE, unit assignment, site, start date, or other operational details.

Note: The start date indicated on this posting is a target date and may change based on operational needs.

Summary

JOB SUMMARY:

Reporting to the Patient Care Manager, performs a variety of related clerical and secretarial duties in a mental health clinical setting with patients with mental health illness or substance use issues such as booking and scheduling outpatient appointments, patient registration, drafting routine correspondence, typing a variety of materials, performing reception duties including directing patients and visitors, answering the telephone and relaying messages. Maintains departmental filing systems and policy and procedure manuals and prepares monthly reports. Arranges meetings as directed, and transcribes minutes or notes.

QUALIFICATIONS:

Education

Grade 12, plus two 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.

Knowledge of medical terminology.

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.

Schedules outpatient appointments for the department/program by receiving appointment request or referral,



ensuring the patient is a mental health patient and has a scheduled appointment at the clinic and booking patient into time slot as per instruction from the Intake Nurse and/or Physician. Alerts the Physician when urgent referrals come through. Contacts referring physician's office, or patient to confirm appointment.

Makes follow up appointments, adjusting arrangements in accordance with patient and organizational requirements and then assigning to the appropriate time, date and location.

Coordinates the flow of patients through the program by adjusting appointments, dates, times and locations. Prints out a daily census report listing the patients and booked appointment times and distributes to the Physicians.

Records requests for Psychiatric consultations from other areas of the hospital such as Medical Surgical units, Emergency, Renal, Cardiac, and ICU/CCU and forwards to Psychiatrists, Interns, and Consultation Service Residents. Alerts the Physician of urgent nature of requests, as per instructions from referring individual.

Performs patient registration duties such as interviewing patients to obtain required information, completing standard forms such as medical insurance billings, entering information in computerized registration/scheduling system, and printing out forms/documents/reports.

Ensures that related forms and documentation such as release of information forms, consents and patient information forms are completed by the patient upon arrival. Obtains signatures as required.



Enters the information into the computerized database and maintains patient file, updating with current information and changes when required.

Performs general receptionist/clerical duties such as greeting visitors, answering general inquiries, answering the telephone, directing patients and visitors, and receiving and relaying messages.

Gives patients research/evaluation questionnaires required to complete while receiving care in outpatient psychiatry programs.

Composes and signs routine correspondence such as confirmation of appointments and form letters as directed, and drafts correspondence for review and signature.

Maintains departmental filing system for materials such as correspondence, reports, billing information, records of equipment maintenance, and office supply purchasing requisitions. Distributes information, arranging for couriers or mail services as required.

Prepares monthly statistics, reports, admission billing forms, and departmental payroll records.

Arranges meetings as directed, books meeting rooms, types and circulates notices and agendas. Records, transcribes, and distributes notes or minutes meetings as per established procedures.

Maintains departmental policy and procedure manuals by making necessary changes as directed by the Patient Care Manager or changes received from other Department Heads in the hospital.

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

📌 Clerk IV, Psychiatry/Mental Health (Vancouver)
🏢 Providence Health Care
📍 Vancouver