Compensation Pay Range: $25.26-$31.04

Position Summary

The Patient Service Clerk schedules patient appointments and registers patients; prepares patient charts; maintains patient lists; verifies billing slips; maintains inventory and performs other clerical tasks.

Main Responsibilities

- Patient Registration
- Create new patient profiles in EPIC
- Patient registration in Cadence (Epic Hyperspace) in accordance to registration standards

- Referral Management

- Input electronic referrals in Epic Referral Management and update referrals according to triage
- Scan referrals into Epic with appropriate naming convention

- Patient Scheduling

- Schedule new patients from workqueues according to priority and wait times.
- Schedule return patients from recall list and follow-up workqueues according to required follow-up date
- Schedule interpreters for families as required
- Schedule clinic orders and manage order workqueues

- Clinic check‑ins

- Greet patient and parent(s).
- Verify demographic information in accordance to registration procedures.
- Interpret MOH Eligibility and make updates in patient record accordingly
- Collect self‑pay payment and complete Fee For Service form
- Collect fees as required

- Clinic check‑outs

- Complete check-outs and schedule follow up appointments or put patients on recall lists/ workqueues

- Monitoring patient lists and workqueues

- Monitor all workqueues and recall lists associated within primary area of work to ensure quality and advise supervisor of outliers and changes to the waitlist
- In consultation with clinical staff , implement visit cancellation and rebooking

- Patient and family centered care





- Receive incoming telephone calls and respond to patient inquiries.
- Contact clinic physicians, nurses and allied health team members as appropriate to manage inquiries.
- Communication with clinical team through Inbasket Telephone communication and telephone messaging within CHEO established policies/procedures
- Telephone pre‑visit screening for infection control
- Utilize Epic to notify clinicians of patient arrival
- Appointment confirmation and follow‑up from automated system
- Patient/family direction and public relation Direct patients/families to a designated location within the hospital

- Supporting clinic operations

- Request patient files from medical records, as appropriate.
- Ensure that progress notes and sheets are available and stamped with the right date, where required.
- Pick up patient charts in medical records on a daily basis, where required.
- Ensure that all charts are available and request missing ones.
- Maintain an inventory of stock.
- Maintain filing.
- Ensure orders with notes are filed.
- Locate old charts as appropriate.
- Maintenance and ordering of clinic supplies.
- Facilitation of clerical duties related to equipment repairs including filling of special form and taking the equipment to the appropriate location.




- Retrieve labels for specimens.

- Training and Orientation

- Orientation of volunteers
- Orientation of clerical staff to clinics and on Epic

- Adherence to policies, procedures and standards

- Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
- Perform work in accordance to CHEO privacy and confidentiality policies
- Perform work in accordance to Epic training and documented standards
- Attend staff meetings when scheduling allows and review circulated minutes
- Perform other related duties as assigned by supervisor.

Qualifications

- Secondary School Graduation Diploma (Essential)
- Approximately 6 months of related experience (Essential)
- Knowledge of computer software (Epic, Sunrise, Outlook) (Essential)
- Experience working in a clinical workplace live on Epic Ambulatory (Preferred)
- Experience in patient registration using Cadence (Epic) (Preferred)
- Experience in creating, editing, scanning and scheduling referrals (Preferred)
- Experience in managing order workqueues (Preferred)()
- Experience in patient check outs including follow ups and recall management (Preferred)
- Experience using inbasket communication in Epic (Preferred)
- Ability to ensure timely completion of tasks by adjusting priorities as required (Essential)
- Ability to adapt to changes to meet organizational requirements (Essential)
- Communicate effectively and concisely, both orally and in writin

📌 Patient Service Clerk, Development and Rehabilitation – Temporary Full-Time (Canada)
🏢 Children's Hospital of Eastern Ontario - Ottawa Children's Treatment Centre
📍 Canada