Unit Clerk/receptionist, Mhsu Wellness Centre
1 month ago
The salary range for this position is CAD $ $28.31 / hour
Why Fraser Health?
Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2 million people in Metro Vancouver and the Fraser Valley.
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All new hires to Fraser Health must have full COVID 19 vaccination (have received a full series of a World Health Organization "WHO" approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.
Detailed OverviewReporting to the Manager, this position provides a variety of clerical duties related to the operation of the MHSU Wellness Centre (MHSUWC) and Mental Health Outpatient Services such as the Psychiatric Urgent Response Clinic (PURC), Psychiatric Referral Service, Neurostimulation Clinic/ Regional Electroconvulsive Therapy (ECT) Program, Substance Use Liaison Service, Consult Liaison Service, and Rapid Access Psychiatry Clinic. Performs duties such as reception, wayfinding, scheduling and booking patient/client appointments and referrals, scheduling and tracking psychiatrist hours for payment, maintaining client data and charts, maintaining statistical records and reports; processing mail, faxes, reports/records and internal and courier documents, maintaining records and filing systems, utilizing word processing, spreadsheet and database software, arranges meetings and appointments as directed by the Manager, receives work direction from PURC RN/RPN as assigned. Plays a key role in maintaining communication across programs. Transcribes physician orders. As the first point of contact with clients and their families, ensures a safe and welcoming environment for all individuals through a positive, customer-service and client-focused approach. Works collaboratively within an interdisciplinary team-based model of care, and ensures clients and their family members are supported in navigating the health care system.
Responsibilities
- Acts as a communication link for MHSUWC by contacting hospitals, social service organizations, physician offices and others, liaising with staff to obtain and provide information, andP provides reception services by performing duties such as answering telephones, transferring calls, taking messages, answering routine inquiries and providing information of a general nature regarding the MHSUWC by operating a multi-line switchboard or phone, and notifying physicians regarding client arrival via Lync or other communication methods, receiving visitors, wayfinding such as by showing client to the appropriate Consult Therapy Room (CTR), and referring clients and their families to appropriate areas.
- Schedules, books and coordinates outpatient client appointments by receiving appointment requests, making follow-up appointments and adjusting arrangements as directed in accordance with client and program requirements and assigning to the appropriate time, date and location; notifies physician's office of appointment times. Maintains appointment reminders and cancellations, and liaises with referring site/physician regarding discharge care documentation, declined appointments or no-shows.
- Prioritizes, processes, coordinates and transcribes physicians' orders for regional ECT patients and performs necessary follow-up action such as scheduling ECT patient/client sessions using appropriate systems such Surgical Daycare platform/ORM/CWS, and provides treatment summary documentation to referring site/Regional Referral Coordinator after each session. Follows up on interdisciplinary team members orders regarding charting and treatment scheduling.
- Prioritizes, processes, and coordinates order entry/fax referrals for Fraser North Mental Health Centres and Mental Health Centre OR Rapid Access Clinic, using appropriate systems such as Paris, Meditech, and CWS.
- Types technical and non-technical material such as such as preparing correspondence, reports and documents from handwritten draft, general instruction or transcribing, stenography, inputting client information, and maintaining registers utilizing various software and systems, to support Outpatient Services Department and physicians. Prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the patient and/or family.
- Performs related clerical duties such as data entry by Ccollectings data from various sources, entering data into computerized systems and preparing and maintaining up to date e-client care load. Gathers, compiles, and retrieves information as required and prints related reports.
- Assembles and maintains patient/client charts, inputs patient data and posts (TX) transactions and transcribes information into relevant systems such as MARS, Kardex, charts or electronic health record systems. Attaches documents to charts such as laboratory and special examination reports and dismantles charts for Health Records upon patient discharge. Sends ECT and other outpatient charts to Health Records on daily basis via porter or clerical staff, as required. Retrieves chart from EMR at next scheduled ECT.
- Arranges meetings and appointments as directed by the Manager, including bookings of clinic room space and Consult Therapy Rooms (CTR), and room bookings such as for UBC education on behalf of site educators, psychiatry, psychology, and site leaders.
- Performs related clerical duties such as pProcessinges incoming and outgoing mail, faxes, reports/records, internal and courier documents, receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup or shipping as required. Signs for receipt of packages and shipments.
- Escorts patient/client or provides directions, and assists the patient/client to feel safe and at ease through a welcoming, client-centred approach, focussing on client comforts such as by offering water or coffee, and greeting clients to provide a warm hand-off in the transition of care.
- Performs related clerical duties such as maintaining levels of stationery, office supplies and resources according to pre-determined levels by ordering and completing requisitions for signature and forwarding approved requisition to appropriate personnel. Organizes office supply areas and maintains tidy workspace. Communicates daily with Environmental Services (EVS) to ensure they are aware of bed turnover / clinic room housekeeping requirements.
- Operates office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to the Office Coordinator.
- Performs other related duties as assigned.
Education and Experience
Grade 12, medical terminology and graduation from a recognized Nursing Unit Clerk program plus one year of recent related experience in a mental health & substance use program setting, or an equivalent combination of education training and experience.
Skills and Abilities
- Ability to keyboard 40 wpm.
- Ability to communicate effectively both verbally and in writing in English.
- Ability to deal with others effectively.
- Ability to organize work.
- Ability to operate related equipment.
- Ability to utilize a variety of computer software applications.
- Physical ability to carry out the duties of the position.
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