Booking and Administrative Clerk, Trans Care Bc

1 week ago

Vancouver, Canada PHSA Full time

**Booking and Administrative Clerk, Trans Care BC**

PHSA Corporate

Trans Care BC, Vancouver

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

**What you’ll do**
- Receives and processes requests for appointments using information provided from referring doctors’ offices and/or patient charts as necessary. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Ensures accuracy of all information.
- Maintains appointment and waitlists in accordance with established policies and procedures and based on priority of patient, urgency of appointment and waiting period time; coordinates appointments with other departments and external and internal health care professionals as needed. Ensures clinic bookings are maintained at full capacity to accommodate a high patient caseload.
- Pulls patient’s charts prior to visit and calls referring physician’s/health care professional's offices, diagnostics services, community agencies and/or clients/parents for missing information, requesting appropriate items be forwarded.
- Sets up and maintains designated computerized and hard copy filing systems for a variety of administrative functions and patient information such as patient charts, test results and reports, consultation notes, family meeting minutes and correspondences. Collects, collates, maintains and accesses patient information such as patient visits, re-bookings and cancellations and other related information as requested.
- Arranges meetings by booking meeting rooms/catering and preparing agendas and other necessary information; attends meetings as directed. Takes minutes or notes at meetings and transcribes as required by summarizing discussions and writing and/or typing for review by appropriate personnel. Records pertinent scheduling decisions and implements as directed. Distributes minutes or notes of meetings as appropriate.
- Organizes venues and materials for educational and other sessions; liaises with service providers; books rooms/catering. Organizes and confirms travel arrangements for staff and stakeholders. Compiles session evaluation results.
- Performs reception duties such as receiving patients, parents/guardians and/or visitors and directing them to appropriate areas/professionals; answers, screens and redirects telephone enquiries; takes telephone messages when necessary and responds to general enquiries in accordance with established policies and procedures regarding the release of client information.
- Prepares expense claim forms for Trans Care BC staff and contractors and surgery related billing and reimbursements when requested and sends to appropriate department for processing. Prepares Fee for Service billing statements as needed and submits to Medical Services Commission.
- Screens incoming mail by opening and date stamping mail, prioritizing and distributing items for attention of appropriate health care professional and by responding to routine written enquiries and material by composing correspondence or drafting for signature of appropriate party; prepares outgoing mail for pick-up and arranges for courier service as needed.
- Arranges for repairs and/or service of office equipment and furniture, as directed, completes necessary documentation for signature, forwards equipment and documentation to designated areas for attention. Follows up regarding status of repairs as necessary. Orders new equipment, such as fax machines, filing cabinets and desks, when necessary. Maintains inventory of office/medical supplies for program/clinic at pre-determined inventory levels for the area by identifying depleting stocks and completing and forwarding requisitions to appropriate departments for replenishing stock according to established and instructions.
- Performs other related duties as required.

**What you bring**

**Qualifications**:

- Grade 12 plus two (2) year’s recent, related experience or an equivalent combination of education, training and experience.

Skills & Knowledge
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- Ability to type 45 w.p.m.
- Knowledge of medical terminology.
- 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.

**What we bring**

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