New Patient Referral Clerk

**Summary**:
Within the context of a patient, client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Manager/Coordinator or designate, in accordance with established guidelines, the Referral Clerk receives, records and processes physician referral and re-referral requests, determines outpatient appointment priority, books related appointments and special procedures, requests, receives, records, stores and collates supporting patient documentation in addition to searching for and/or entering related data into the computerized information system.

**Qualifications / Skills and Education**:
Education, Training, and Experience
Grade 12 and two (2) years’ recent, related experience or an equivalent combination of education, training, and experience.

Skills and Abilities
Ability to keyboard at 40 w.p.m.
Knowledge of medical terminology.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Ability to organize work.
Ability to operate related equipment.
Physical ability to carry out the duties of the position.

**Duties and Responsibilities**:
Processes referrals and re-referrals received from physicians and hospital units by performing duties such as:
Receiving/requesting referral information, patient demographics and other clinical data.
Recording and/or entering a variety of information including consultation, dates, locations and types of examinations/procedures to complete patient schedules including name searches using the computerized information system to obtain information such as patient identification, agency identification, patient demographics and information on previous cancer sites.
Creating new agency identification for the patient.
Registering new patients according to agency standards for entering information.
Electronically filing clinical documents in the electronic health record.
Routing documents for physician review as required.

Determines appointment priority by evaluating patient information such as patient history, test results and pertinent reports. Organizes and maintains a system for review of referrals by identifying concerns to physician/clinical staff as required and placing the referral in the designated area for review.

Processes written or verbal instructions from triage physician, including activities such as initiating requisitions, requesting bookings such as diagnostic imaging, completing forms, and requesting additional documentation.

**Books new patient appointment by performing duties such as**:
Reviewing the triage record to obtain modality assignment of medical, radiation, surgical or gynecology consultation.
Assigning the new patient appointment for the ambulatory care unit according to prioritization, pre-determined schedule or per triage instructions, referring queries regarding appointment as required.
Reviewing suitability/availability and emergency bookings by communicating to the appropriate physicians.
Performing data entry of new patient appointments.

Carries out a variety of pre-registration duties prior to patient appointments such as printing out new patient lists, pulling referrals, and attaching pre-registration check sheets. Contacts patients to validate information on computerized information systems and to confirm appointments, location of the centre, parking, required material and relevant physician information.

Reviews patient needs identified on referral or triage form prior to clinic appointment and refers to appropriate service or arranges accordingly, such as making arrangements for oxygen, stretchers, referrals to patient and family counseling and interpreter services.

Meets with patient prior to new patient appointment to obtain information such as signatures on consent forms or out of country consent forms, as required. Contacts patients regarding late or missed new patient appointments.

Maintains a variety of statistical information such as the number of new referrals, appointment dates, referral dates, registration numbers issued for review and analysis by the Manager/Coordinator.

Participates in continuous quality improvement activities by performing duties such as providing input/feedback to supervisor on processes and opportunities for process improvement.

Demonstrates own work procedures to co-workers.

Performs related clerical support functions such as typing correspondence, photocopying and maintaining electronic and/or hard copy files.

Performs other related duties as assigned.