Booking and Program Clerk Secretary

Reporting to and as directed by the Patient Care Manager or designate (and receiving work direction from physician(s)) the position

• schedules and books a variety of patient/client appointments and follow up visits tests and referrals utilizing computerized system(s) such as Admission Discharge Transfer and/or Patient Care Administration systems.
• Performs admitting functions and clerical/secretarial and reception functions for the designated area. Arranges meetings maintains appointment calendars for designated physicians and/or other designated health care professionals as required.
• Maintains and prints daily schedules that integrate activities from various sites as needed. Rearranges schedules to meet changing demands/requests and prepares and confirms client/patient information. Maintains and monitors wait lists.
• Maintains client/patient charts entering data into a computerized system and compiles and maintains related statistics. Arranges for patient transportation as required.
• Types technical and non-technical materials proficiently utilizing a variety of computer software applications such as word processing spreadsheet database and presentation software. Performs data entry filing and reception services.
• Greets clients/patients/staff/others and directs them to appropriate areas and/or responds to general inquiries.
• Answers and responds to routine phone messages or forwards callers to appropriate health care professional or other personnel.
• Maintains departmental equipment supplies and sets up and maintains filing systems.
• Performs timekeeping functions for designated staff as required.

Education & Experience:

• Grade 12
• Completion of recognized medical office assistant program and/or two (2) years recent related experience in a clerical/administrative role 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.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.

• State-of-the-art facilities: The new St. Pauls Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada designed to appropriately address the future health needs of patients families and our communities. From hospital care to primary and community health solutions the new St. Pauls Hospital and health campus will continue to lead innovations in care research and teaching. The new St. Pauls Hospital is expected to open in 2027.
• A Competitive Salary: $28.74/hour
• 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.

Your Day to Day:

• Schedules books cancels adjusts and confirms patient/client appointments and follow-up appointments.

• Maintains and monitors patient/client wait lists in collaboration with supervisors and health care providers.

• Admits registers and pre-registers patients/clients and verifies demographic insurance and other required information.

• Provides patients/clients with appointment details pre-test instructions and other general information as directed.

• Coordinates appointment changes and alternate arrangements to optimize scheduling and meet patient/client needs.

• Enters updates and verifies patient/client information in computerized health information systems.

• Prepares patient/client charts prior to appointments and ensures required procedures results and documentation are available.

• Assembles maintains files updates and dismantles patient/client charts and medical records in accordance with established procedures.

• Contacts physicians offices laboratories health care facilities and other departments to obtain missing patient/client information and documentation.

• Transmits test results consultation information and plans of care to appropriate health care personnel in accordance with established procedures.

• Establishes and maintains electronic and paper filing systems directories lists spreadsheets and administrative records.

• Performs reception duties including answering telephone calls greeting patients/clients and visitors directing inquiries and relaying messages.

• Responds to general inquiries from patients/clients families physicians offices and health care professionals in accordance with privacy policies and procedures.

• Arranges patient/client transportation escorts and transfers as required for appointments.

• Collects enters compiles and maintains statistical information related to referrals wait times appointments attendance treatments and cancellations.

• Generates reports performs basic calculations and completes workload documentation for operational and financial reporting.

• Maintains staff timekeeping records processes timesheets submits payroll information and assists with payroll-related adjustments and inquiries.

• Records staff sick calls and absences and communicates staffing information to the appropriate supervisor or designate.

• Prepares and formats correspondence reports consultation letters patient/client histories minutes medical billings charts spreadsheets and other documentation.

• Sorts and distributes incoming mail prepares outgoing correspondence and follows up on routine administrative matters.

• Coordinates meetings including booking rooms preparing and circulating agendas and notices and recording and distributing meeting minutes.

• Maintains appointment calendars for physicians supervisors and other designated personnel.

• Coordinates repairs and servicing of office equipment and furniture and follows up on outstanding repairs.

• Prepares purchase requisitions and orders approved office supplies furniture and equipment.

• Monitors and maintains office equipment and supply inventory at established levels.

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