Secretary Iii

Job Number: JR101902

Job Title: Secretary III - Diagnostic Imaging

Job Category: Clerical

Hospital Location: Centenary Site

**Job Type**: Permanent, Part time

Number of Positions: 1

Union: CUPE

Minimum - Maximum Hourly Rate: $27.726 - $30.077

Hours: All Shifts

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023 Learn more at

shn.ca

Job Description:
Position Overview:
The Unit Clerk is a valuable member of the team and has a significant impact on the effective operation of patient services on inpatient units and outpatient clinics at Scarborough Health Network.

Position Summary:
Working both independently and as part of the larger clerical and interdisciplinary care team, reporting to the Manager, to provide overall clerical support, communication support and coordination to help facilitate higher integration and team collaboration for the delivery of comprehensive patient care services across our emergency departments, inpatient units and outpatient clinics. A key component of the position is patient services and maintaining a progressive and personalized health care environment for patients.

**Responsibilities**:

- Receives incoming patient and clinician calls in a courteous and efficient manner, pre-screens and re-directs or triages calls to appropriate staff/departments/patients and accepts or relays messages where required.
- Act as the “friendly face” in greeting patients and families and answering any questions that they may have (e.g., food services, parking prices).
- Replenish and re-stocking of Personal Protective Equipment (PPEs).
- Monitor inventory and complete proactive requisitioning of supplies (SAP/Grand &Toy), linen and equipment.
- Organize and alert team of patient transport arrival and departure time (e.g. Diagnostic Imaging appointments while patient is on inpatients).
- Update Estimated Date of Discharge (EDD) on Epic Unit Manager.
- Complete and submit biweekly payroll function (entry, adjustments and audit).
- Facilitate staffing and scheduling needs for department at the direction of the Clinical Manager (e.g., produce schedules in EZ Schedule or MS excel, makes staffing request calls).
- Fax various documents, such as prescriptions, discharge summaries and referrals.
- Verify patient demographics, contact information, OHIP or other healthcare insurance (e.g., preferred accommodation).
- Maintain clipboard patient charts (e.g., consent forms, prints discharge instructions and prescriptions, etc.).
- Arrange for virtual rounds, multi-departmental meetings and interpreters.
- Create downtime packages for when EPIC undergoes a system update.
- Ensure that Business Continuity Access (BCA) bins are stocked (EPIC downtime forms).
- Re-scan and index documentation into electronic medical record (EMR) within defined turn-around time.
- Supports on unit auditing (e.g., hand hygiene audits, patient/family satisfaction surveys).
- Track and record data to meet extramural/internal reporting obligations and satisfy funding agreements.
- Assist care teams in improving patient safety such as reducing avoidable falls and high-pressure injuries.
- Proactively keep staff in the know of patient needs (rounding/responding to call bells etc.)
- Patient support at direction of interprofessional staff (e.g., Transportation).
- Assist during emergency codes by calling codes (blue, white, yellow etc.) by making notification phone calls, paging staff members, call backs and other tasks as defined in the Hospital’s Emergency Measures Manual.
- Support wayfinding to allow visitors and patients to navigate the hospital to get to where they need to be.
- MyChart Champions (e.g., assist with downloading app, setting-up account, etc.)
- Offer customized program, unit and institutional knowledge to patients and families on day-one of admission to help welcome and orient patients to unit.
- Support care teams in discharge planning (e.g., booking family meetings, support with arranging transportation - external transfers, family/caregiver/ home care commu