Administrative Support 09

Position Details

Posting #:
32386

Department:
Registration (Admitting)

Employee Type:
Temporary, Part Time

If Temporary, Number of Weeks:
26

Union:
CUPE

Openings Remaining:
1

Schedule

Work Days:
Monday to Friday

Time of Day:
Days

Shift:
5 hour, 7.5 hour

Shift Start:
8:00, 9:00 Hours are subject to change based on operational requirements.

This position may be scheduled at any of the following sites:
West 5th Campus (Hamilton Mountain)

Application Dates

Opening Date:
25/09/2025

Closing Date:
Open until filled

Position Description

Position Summary
This position is assigned the role of Officer in Charge Delegate and as such is responsible for reviewing Mental Health admission, transfer and discharge activity, in compliance with The Mental Health Act, PHIPA and PHA. The Officer in Charge Delegate acts as a subject matter expert generally and performs quality analysis checks on all mental health forms for accuracy and completeness, prior to requesting rights advice from the Patient Advocate Offices. Receipt and tracking of all Mental Health Forms in a database and advising physicians as renewals are due, is centralized and facilitated by this role. The position also performs administrative liasion functions for the Consent and Capacity Board activities of the hospital including; receipt of requests for hearings, coordination of the hearing date with lawyers, physicians and the Consent and Capacity Board members and preparation and provision of documentation for the hearing.

Qualifications

• Graduate of a recognized Health Office Administration and/or Legal Office Administration course
• Medical Terminology certificate
• 1-2 years' experience in Hospital HIM or Mental Health Unit and knowledge of the Mental Health Act
• Must have experience working with Electronic Medical Record (EMR)/Clinical Information systems, preferably Epic system
• Knowledge of and ability to apply the Mental Health and the Law Tool kit
• Must have experience and skill using MS Office suite, especial MS Word, Excel and Outlook
• Basic skill level in MS Word and Excel and Access required
• Spelling, medical spelling at an intermediate level
• Typing speed at an intermediate skill level is required
• Clerical testing may be required as part of the selection process
• Demonstrated experience with PHIPA , the Health Care Consent Act and Mental Health Act Legislation
• Accounting or financial background/experience an asset
• Knowledge of patient movement activities and related hospital services
• Excellent verbal communication skills: Ability to deliver and convey requests for correction of physician's work and obtain their cooperation to correct/complete errors in documentation
• Good written communication skills
• Customer service oriented
• Adept in working in a high volume, high stress area dealing with competing priorities
• Experience in patient registration/patient processing and bed management preferred
• Proven ability to work as a team member
• Must present a professional demeanour at all times
• Excellent work performance and attendance record is essential

Responsibilities

• Monitor compliance with hospital policies, practices, and procedures governing creation and completion of Mental Health Forms documentation.
• Participate in monitoring and enforcement of Health Information Management standards for data completeness, accuracy, validity and timeliness of documentation being uploaded to the Legal Medical Record.
• As the Delegated Officer in Charge, receives and conducts quality analysis of each Mental Health Form generated or received by the SJHH to ensure compliance with SJHH and Mental Health Act requirements.
• Rechecks forms reviewed during off hours and weekends, as approved by Command Centre staff and returns forms containing errors for correction.
• Compiles and enters all data and maintains the database which tracks the Mental Health Forms status: renewals, legal status, competency, financial capacity etc. on all involuntary patients.
• Runs weekly reports from the database, advising physicians of pending renewals and issues reminder notices to prevent lapses in forms renewal.
• Receives requests from Patient Advocate Office and processes all authorized requests for hearings as per established procedure with the Consent and Capacity Board.
• Liaison with the Ministry of Health to obtain updated Health Card information for patients as required.
• Audits and reports to Medical Executive on compliance issues with respect to Mental Health forms completion.
• Prints daily admission, discharge and transfer reports from Dovetale.
• Maintains a CCB hearing database, to track all hearings and results from those hearings.

WAGE RATE
Hourly $ $ $31.37

(plus 14% in lieu of benefits)

St. Joseph's Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values of SJHH
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We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHH is committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process.