Clerical Support, Regional Programs, Fps

Clerical Support, Regional Programs, FPS - Minimum and Medium Security Units,

Forensic Psychiatric Services,

Nanaimo BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Job Summary

Under the supervision of the Supervisor, Clinic Administration, the position provides clerical support services to a multi-disciplinary team including transcribing medical dictation such as physician's reports; providing reception services, operating a multi-line switchboard, entering information and mainlining data utilizing spreadsheet and database software; and typing a variety of non-technical material utilizing word processing software. The Clerical Support maintains schedules and client charts, arranges meetings and types minutes as requested and performs a variety of other clerical duties as requested.

What you'll do

• Transcribe a variety of medical dictation including correspondence and reports to Court, Review Board, and all clinical reports, notes and correspondence according to pre-set format, protocols and deadlines by methods such as typing material from Dictaphone or handwritten notes and editing output for accuracy; forwarding completed documents to designated team members according to departmental procedures and making corrections as requested; and forwarding completed and signed reports to appropriate Court Registries and other outside agencies. Enter data into typing log in order to track completed reports.
• Provide reception services by methods such as operating a multi-line reception switchboard, ascertaining nature of business, responding to inquiries, taking/relaying messages and/or redirecting callers to appropriate personnel, providing basic information regarding the Service mandate, greeting and responding to all clients and visitors arriving at the Clinic, and directing and notifying the appropriate staff of their presence. Document information on client files such as when a client requests to change their appointment time or if a community member phones to provide information on a client.
• Process referrals and enters client data into computer systems, databases and other software programs under the direction of the Supervisor according to established procedures by methods such as issuing client identification numbers; ensuring that necessary documentation is provided and notifying referral source of any deficiencies; and identifying duplicate records, obtaining or clarifying missing or questionable information, and correcting errors and omissions in client demographic data, into computer systems.
• Maintain client charts according to established procedures by performing duties such as receiving documentation, creating clinical records using appropriate forms/layout, and ensuring material is labeled with patient information; checking charts for loose papers and monitoring documents including progress notes and medication orders for completeness, signature and dates and returning items with outstanding items to appropriate staff member; thinning clinical records, filing documents into relevant sections, replacing or repairing old/damaged charts, and completing the clinical record upon discharge and ensuring all records are assembled. Coordinate and prepare client charts for off-site storage. Initiate retrieval requests and organize the return of records to storage.
• Maintain schedules and performs event and program tracking by methods such as logging into and reviewing electronic calendars/schedules, monitoring upcoming deadlines and appointment dates including court assessments and Review Board, and providing reminders to applicable staff as appropriate.
• Type a variety of non-technical material such as general correspondence, forms, lists, memorandums, and notes from handwritten draft or Dictaphone by methods such as utilizing word processing software and distributing material as required.
• Arrange meetings as directed by booking meeting rooms, typing and circulating notices and agendas. Record minutes of meeting, transcribes and distributes.
• Maintain records, data, rosters and other information by methods such as entering data into spreadsheets and databases, updating information, clarifying information with Supervisor, and distributing as requested.
• Maintain supplies such as stationary, office and client supplies by identifying depleting stocks drafting orders for approval of supplies and maintaining an inventory of stock predetermined levels. Arrange for repair and maintenance of office equipment and furniture as necessary.
• Receive requests for information under the Freedom of Information and Protection of Privacy Act and forward to the appropriate staff member.
• Ensure a safe and healthy working environment by removing obvious hazards; reporting faulty equipment, accidents, injuries and near misses; and adhering to and enforcing rules regarding safety.
• Perform a variety of clerical functions such as operating a facsimile and/or photocopier, and distributing information as requested; establishing and maintaining sensitive and confidential files and filing system, and pulling files and documents as requested; and processing incoming and outgoing departmental mail, sorting incoming material for the attention of appropriate personnel, and arranging for courier pick-up and delivery.
• Participate in team meetings and contributes to on-going team planning, development, evaluation and quality improvement activities that facilitate team goal setting, problem solving, conflict resolution and collaboration by attending meetings and in-services, participating in the review of team policies and procedures, providing input/recommendations to the Supervisor and/or Regional Clinic Manager and other team members regarding efficiency of processes/procedures relating to work duties with a view to ensuring streamlined, effective and client/family-centred practices.
• Perform other related duties as assigned.

What you bring

Education, Training and Experience

• Grade 12, graduation from an approved program in medical transcription and one (1) years recent, related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard at 60 wpm
• 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 organize work.
• Ability to operate related equipment.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act
• As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.)

What we bring

• Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.
• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth and development.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Full-time

Wage: $27.48/ hr

Location: Nanaimo

Hours of Work: , Mon-Fri

Requisition # 150564

What we do

BC Mental Health and Substance Use Services is part of the Provincial Health Services Authority (PHSA). The BC Mental Health & Substance Use Services (BCMHSUS) cares for people with complex mental health and substance use challenges.

The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs:

PHSA and BC Mental Health & Substance Use Services (BCMHSUS) are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of August 22, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

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