Booking and Administrative Clerk

6 months ago

Vancouver, Canada PHSA Full time

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

Trans Care BC

Vancouver, BC

Trans Care BC works with its partners to set direction and provide leadership for trans health services across B.C., to ensure Two-Spirit, trans and gender diverse people of all ages get the care they need when and where they need it.

Trans Care BC is a program of the Provincial Health Services Authority, and we work to help people find the information they need to access gender-affirming health care and supports.

The Trans Care BC team provides information, resources and pathways to care related to trans health and wellness. We provide support to healthcare professionals in the form of clinical tools and resources and education.

**What you’ll do**
- Answer client calls, collects information, responds to general inquiries by providing current basic information about gender-affirming services and care provides, referring to established resources, releasing client information in accordance with policies and procedures, and forwards complex inquiries to Health Navigator as necessary.
- Receive and process requests for appointments using information provided from referring doctors’ offices and/or patient charts as necessary. Book, pre-register and confirm 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. Ensure accuracy of all information.
- Schedule and book appointments and follow-up appointments, adjust arrangements in accordance with established policies and procedures. Book appointments with other departments and external and internal health care professionals as needed. Ensure clinic bookings are maintained at full capacity to accommodate a high patient caseload.
- Pull 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.
- Set 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. Collect, collate, maintain and access patient information such as patient visits, re-bookings and cancellations and other related information as requested.
- Arrange meetings by booking meeting rooms/catering and preparing agendas and other necessary information; attend meetings as directed. Take minutes or notes at meetings and transcribes as required by summarizing discussions and writing and/or typing for review by appropriate personnel. Record pertinent scheduling decisions and implements as directed. Distribute minutes or notes of meetings as appropriate.
- Organize venues and materials for educational and other sessions; liaise with service providers; book rooms/catering. Organize and confirm travel arrangements for staff and stakeholders. Compile session evaluation results.
- Complete and enter expense claim forms for Trans Care BC staff and contractors and surgery-related billing and reimbursements when requested and sends to appropriate department for approval and processing. Receive incoming mail by opening and date stamping mail, and distributing items for attention of appropriate health care professionals; prepare outgoing mail for pick-up and arrange for courier service as needed.
- Arrange for repairs and/or service of office equipment and furniture, as directed, complete necessary documentation for signature, forwards equipment and documentation to designated areas for attention. Follow up regarding status of repairs as necessary. Place purchase orders of office/medical supplies for program/clinic.
- Perform other related duties as required.

**What you bring**

**Qualifications**:

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

Skills & Knowledge
- Ability to keyboard at 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.
- 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).

**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 w

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