Business Unit Clerk

**VACANCY POSTING**

**Vacancy**:Temporary Part-time Business Unit Clerk, Various Units

**Wage**:$26.509 - $27.522

**Reference Number**:#24-116 T-PT BUC VARIOUS UNITS

**ROLES AND RESPONSIBILITIES**

**PATIENT SAFETY**

Every employee's responsibility is to ensure that the hospital's patient safety goal continues to be the centrepiece of our quality and risk management program and that every patient is treated within a safe environment. To ensure compliance with this goal, each employee must:

- Find, report, and prevent incidents/near misses or adverse effects
- Communicate/report areas of concern immediately to your Manager
- Complete a Near Miss Form or Incident Report to communicate or report incidents or near misses

**SUMMARY OF POSITION**:
Reporting directly to the Clinical Manager, the Business Unit Clerk (BUC) for the Department is responsible for overseeing the administrative activities, in an organized and professional manner, in order to ensure the smooth running of a well-structured unit. The BUC oversees the day-to-day activities of the unit while handling any problems or conflicts in a professional manner and in alignment with WDMH’s Commitment Statement of Compassion Excellence.

**NATURE AND SCOPE OF WORK**

**ESSENTIAL FUNCTIONS**:

- Reception, registration, and clerical duties includes, but not limited to:

- Greet patients/visitors and handle their needs or provide direction
- Answer patient/visitor inquiries and provides direction as required
- Schedules and confirms appointments and completes applicable paperwork
- Perform all necessary administrative task such as handling mail, sending correspondences, and computer tasks such as data entry
- Collect, provide, and co-ordinate patient information as required for the continuity of patient care
- Interact with service providers to support the hospital in its business operations
- Ensure smooth running of the unit, managing internal and external challenges that may jeopardize business flow
- Prepare patient charts on discharge in universal chart order
- Initiating of patient chart at time of registration
- Organization of documentation and chart destruction as required under hospital policy
- Retrieval of patient charts
- Identify chart deficiencies
- Filing of all reports
- Answer nurse call system and dispatches nursing personnel
- Prepare daily patient listing and temperature sheets
- Arrange appropriate transportation and escort to external appointments if required
- Schedule appointments in Enterprise Wide Scheduling system or applicable booking system
- Utilize multiple Hospital systems (Maintains Enterprise Wide Scheduling, Maintains Wait Time Reporting system)
- Responds to emergency situations according to defined procedures
- Create and maintain a neat, professional work environment

**UNIT SPECIFIC DUTIES**:
Unit specific duties include, but are not limited to:

- Perform all registration/admitting tasks
- Collect and register patient demographic data, including verifying personal information, provincial and secondary insurance information, informing patients of Hospital policies/procedures and services, including any uninsured services
- Facilitate flow of information with Patient Care Team, patients, and families
- Provide relevant and requested patient information as requested, in accordance with WDMH’s Privacy Policy (#AJ0300) and Release of Patient Information (#AJ0302 and AJ0303), as well as applicable professional guidelines and laws, including the _Personal Health Information Protection Act, 2004 _(PHIPA).
- Transcribe physician’s orders to Kardex
- Prepare and maintain record of discharges and or transfers
- Complete appropriate requisitions for diagnostic or therapeutic services
- Respond to patient/family inquiries related to hospital services/charges
- Ensures updates received are communicated to patients and the public, as required
- Works in collaboration within the inter-professional team

**SUPPORTS UNIT ACTIVITY**:
Supports unit activity duties include, but are not limited to:

- Refer identified patient problems to appropriate healthcare providers or related individuals as appropriate
- Meet with manager Health Records to discuss unit needs, and implements necessary changes
- Participate in new employee departmental orientation
- Participate in departmental CQI activities, continuing education, staff development and unit meeting

**OTHER DUTIES**:
Other duties include, but are not limited to:

- Organize stock rooms
- Order supplies
- Manage Switchboard
- Porter patients as required
- Miscellaneous job-related duties as assigned or as necessary

**QUALIFICATIONS**
- Grade 12 Secondary School Diploma
- Completion of a recognized Ward/Unit Clerk program/Medical Office Certification or equivalent experience
- Working knowledge and use of medical terminology
- Must demonstrate discretion and professionalism in responding to inquiries and protecting confidentially patient information and issues
- Proficient