Patient Service Clerk, Ambulatory Care

5 months ago

Ottawa, Canada CHEO Full time

***

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**
- Criminal Record Check (Essential)
- Secondary School Graduation Diploma (Essential)
- **Bilingualism (English/French) (Essential)**:

- Approximately 6 months of related experience (Essential)
- Knowledge of computer software (Epic, Sunrise, Outlook,) (Essential)
- Experience working in a clinical environment 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 writing (Essential)
- Deal effectively with internal and external customers (Essential)

** Please note you will be represented by the Laborers International Union of North America (LiUNA).**

**CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.**

**We thank all those who appl

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