Clerk III - Health Information

• Registration and associated processing on the admission/ discharge/ transfer (ADT) system, including registrations, admissions, transfers, and discharges, adhering to provincial and regional registration guidelines and practices.

• Collect complete and accurate demographic and financial data including provincial health coverage and/or related 3rd party insurance.

• Complete all necessary registration forms, as required (e.g. patient labels/identification bands, financial forms, consent forms, provincial forms, releases, etc.)

• Retrieve clinical health information, as required (e.g. Allergy & Alert record).

• Release information in accordance with the Personal Health Information Act and the Mental Health Act and regional policy.

• Accurately complete and process Birth Registrations in accordance with the Vital Statistics Act.

• Follow downtime procedures for registration of patients / maintenance of ADT Downtime system.

• Reconciliation of ADT reports (e.g. midnight census) for admissions/discharges/transfers as well as copying and distribution following outlined procedures.

• Coordinate completion and processing of Death Registrations in accordance with the Vital Statistics Act.

• Maintenance of Morgue documentation, as required.

• Inform funeral homes of release and completion of certificate of death, as required.

• Coordinate funeral home and transport agency access to Morgue, as required.

• Retrieve, document & lock up patient valuables, as required.

• Coordinate and process appropriate bed placement within ADT with facility bed management personnel (i.e. Utilization Coordinators, Care Team Managers/Supervisors or facility designates), as required.

• Direct clients to appropriate clinical or treatment areas.

• Locate and retrieve records required for provision of care.

• Retrieve and return records as required.

• Review health records for accuracy and completion, in a timely manner, in accordance with minimum documentation requirements.

• Confirm and ensure regional chart sequence.

• Adhere to regional record processing practices to prepare and scan patient/clinical reports.

• Adhere to regional record management practices and policy for record security, storage and control and for retention and destruction of personal health information.

• Investigate and reconcile double health record numbers and overlays.

• Reconcile system information and prepare reports on a monthly basis or as required (e.g. month-end financial reports, third party billing reports, Area or Provincial Standards reports, etc).

• Operate switchboard to relay incoming calls.

• Page physicians and staff using paging equipment as well as overhead paging.

• Assist staff and the general public in a kind and helpful manner.

• Attend to various alarms at the Switchboard and notify the responsible department, (e.g. Blood Bank, Pharmacy, all CODES).

• Quick, appropriate and immediate response to the “Emergency” phone, if applicable, following established protocols.

• Respond to the buzzers for the various doors throughout the facility, if applicable.

• Maintain control of the keys for the facility, as required.

• Respond to patient inquiries via telephone.

• Comply with Provincial Productivity Standards re: job performance.

• Other duties as assigned.

JOB INFORMATIONs