Clerk 3 Health Records

The salary range for this position is CAD $24.80/Hr. - CAD $24.80/Hr.

Reporting to the Manager, Coordinator and/or designate, performs record processing functions related to patient records by performing duties such as assembly, retrieval and delivery of records; filing, identifying, verifying, and correcting patient information utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System and checking for discharges and/or previous admissions. Performs clerical duties related to the electronic records scanning process such as picking up charts from the units, prepping for scanning, scanning, indexing within the computerized scanning application and verifying accuracy. Applies index criteria, scans records utilizing electronic records scanning software, checks for image quality, and lifts and stores boxes in designated area as required. Retrieves patient records, calculates statistics, and performs reception and clerical duties. Prepares records for offsite storage. Performs duties related to the release of patient information for continuity of care in accordance with established procedures.

Education
Grade 12, plus one year's recent related experience or an equivalent combination of education, training, and experience.

Skills And Abilities
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.

Ability to keyboard at 40 wpm.

• A Competitive Salary $24.80/hour
• Growth opportunities We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• Inclusive culture We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Meaningful impact Your dedication and expertise will directly impact the lives of our patients and community.

Your Day to Day

• Retrieves patient records according to established policies and procedures, and maintains and updates records utilizing computerized record location systems.
• Performs record processing functions related to patient records by performing duties such as assembly, identifying, verifying and correcting patient information utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System, checking for discharges and/or previous admissions, processing patient folders and documents, merging duplicate files, making up folders, photocopying, and printing chart labels, and filing as required.
• Responds to requests by locating patient charts and delivering records. Refers unusual requests to the Manager/Coordinator and/or designate.
• Performs clerical duties, as applicable, related to the electronic records scanning process by performing duties such as picking up charts from unit(s), prepping for scanning, scanning, indexing within the computerized scanning application and verifies accuracy.
• Follows up with departments such as Registration regarding problems with documentation such as questionable encounters, duplicate registrations and merges. Takes the appropriate steps to correct or resolve problems as required. Initiates edits and merges duplicate numbers as required.
• Answers inquiries related to the release of patient information for urgent continuity of care by performing duties such as receiving request and releasing in accordance with established procedures. Refers problems or other inquiries as appropriate to Manager/Coordinator or designate.
• Performs reception duties by methods such as answering telephone, transferring to appropriate personnel, taking messages, directing visitors, and providing routine information.

Prepares records for offsite storage. Requests records from offsite storage using computerized request systems as appropriate.

About HIM
This position is part of Health Information Management (HIM), a leader in the collection, storage, and distribution of patient information across British Columbia. HIM is a consolidated Lower Mainland department of Providence Health Care, supporting Fraser Health, Vancouver Coastal Health, the Provincial Health Services Authority, and Providence itself.

With approximately 1,450 staff across 40 locations, HIM provides a broad range of services in Registration, Records Management, Transcription Services, Health Information Exchange, and Coding. Additional corporate services include Strategic Planning, Projects & Business Optimization, and Culture & Communications. HIM fosters an environment of growth and development—offering support and opportunities for staff to flourish across our diverse service areas. Learn more about the HIM team here.

We acknowledge that Providence Health Care and the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.