Administrative Clerk

Reporting to the TCU Manager, the Administrative Clerk will be responsible for the efficient flow of communication between health professionals, departments, patients and families while maintaining confidentiality in accordance with appropriate legislation and Bayshore’s policies and standards. You will also be responsible for a variety of administrative tasks which may include reception, greeting and screening visitors maintaining patient records and charts, processing physician orders as well as scheduling patient tests and/or treatments with other health professionals. You will also be responsible for ordering and stocking medical supplies in support of the Transitional Care Unit.

DUTIES AND RESPONSIBILITIES
- Assembles, breaks down and manages patient charts and records.
- Seeks clarification of all illegible and illegal orders. Processes all “stat” and “now” orders before any others.
- Welcomes and greets all visitors to unit, while maintaining a log detailing visitor screening.
- Answers telephone and transfers calls to patients, team members.
- Documents all patient notes as directed by ordering physician and nurse.
- Coordinates appointments and new admissions.
- Prioritizes workload and responsibilities to respond to urgent issues.
- Ensures that all lab and test results are reviewed by the physician or nurse practitioners and then filed in the patient chart.
- Maintains log of all equipment to ensure proper operation and informs staff when equipment malfunctions and puts in request for repairs.
- Orders and maintains necessary equipment for procedures.
- Coordinates new admissions with care team to ensure proper bed placement of patients and completes update in Verto.
- Manages transfer of patients. Completes and coordinates all appropriate paperwork to ensure it follows patients to next bed assignment or to medical records department.
- Checks inventory and orders products as needed to maintain unit supplies and inventory.
- Maintains knowledge of codes and emergency procedures
- Regularly participates in training and education activities to improve knowledge and skills.
- Knowledge of infection prevention and control practices.
- Adhere to Bayshore Policies and Procedures
- Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System.
- Participates in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns.
- Maintains confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel.
- Completes and circulates/posts unit meetings, submits attendance of meetings to scheduling.
- Complete other tasks as requested.

**REPORTING RELATIONSHIP**

The Administrative Clerk generally reports to the TCU Manager.

Job Qualification

**Education**

Medical Office Administration Certificate/Diploma or Equivalent Program essential

Office administration experience in a similar environment or equivalent

**Experience**
- Training in business, medical office procedures or related experience.
- Possess Minimum typing speed of 50wpm.
- Demonstrates initiative and organizational skills.
- Demonstrate strong communication and interpersonal skills.
- Demonstrates ability to interact with the interdisciplinary team in a collaborative manner.
- Demonstrates ability to interact in a professional and caring manner with diverse client populations.
- Demonstrates ability to operate photocopiers, fax machines, and Cisco/Jabber phone system.
- Demonstrates ability to prioritize and meet changing deadlines required.
- Attend annual WHMIS and Fire Safety.
- English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

**Other Skills and Abilities**

**STANDARDS OF PERFORMANCE**

The Administrative Clerk must demonstrate ongoing competency in completing all expected duties and responsibilities as detailed in this job description as well as specific goals and objectives that are agreed to.

**PERFORMANCE REVIEW**

Performance will be reviewed on an ongoing basis with a formal review at the end of the six-month probationary period and subsequently, on at least an annual basis. Input will be sought from the employee, their Supervisor, employees at the Main Office and the National Development Centre and in addition, will be based on ongoing client feedback and the extent to which performance meets expectations.

Bayshore is committed to a high quality and safe environment for both our staff and clients/patients. At Bayshore all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two dose vaccine series or one dose of a single
- dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 1