Clerk IV Registration

Providence Health Care

Providence Health Care

Fraser, MI, USA · British Columbia, Canada
Posted on Thursday, September 7, 2023

The Providence Health Care’s Health Information Management Administration team is hiring!

Learn more about the Health Information Management team, check us out here.

We acknowledge that Providence Health Care & 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.

What does the Health Information Management team do?

Health Information Management (HIM) is a leader in the collection, storage, and distribution of patient information within British Columbia. Our dedicated team of professionals are some of the first points of contact at Health Organizations sites. As a consolidated Lower Mainland department of Providence Health Care, HIM has staff at about 40 geographically dispersed locations across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health.

Approximately 1,450 staff working the following Service Areas: Registration, Records Management, Transcription Services, Health Information Exchange, and Coding.​ Additional Corporate Services include: Strategic Planning, Projects & Business Optimization, Culture & Communications. There is room for growth and development and we aim to support our teams to flourish.

What you'll do:

The Patient Registration Clerk does the important first stage of the Health Information Management cycle of processes through the registration of patients (including inpatients, outpatients, ambulatory care patients and emergency patients) in the computerized admission/discharge/transfer system. They are usually one of the first points of contact for patients as they enter facilities. They process preadmissions, admissions, and discharges, print, review and/or maintain list of available beds. If requested, they compare patient information to available beds and provide available bed options to appropriate clinical staff. The registration clerk also liaises with and/or receives information from nursing/physician personnel on unit regarding bed assignment and enter site approved bed assignments in the bed booking roster as directed or as per specific established procedures.

This is a casual role.

Qualifications / Skills and Education

Grade 12 and two years' recent, related experience 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.

Duties and Responsibilities

Interviews patients, relatives and/or family to obtain registration information, such as relevant personal and demographic information and responsibility for payment, and registers patient in the computerized admission/discharge/transfer system. Processes preadmissions.

Completes and prints registration forms related to the documentation of patients and forwards this information to appropriate departments. Obtains signatures as appropriate. Prepares and applies identity bands to patients.

Accesses HealthNet or PharmNet as required to determine the patient's healthcare number (PHN) or assigns a new PHN or prints patient medication profile if required. Searches other databases as required.

Receives payments for non-resident and self-pay charges and medical/surgical supplies; issues receipts; explains hospital policy regarding deposits and room differentials.

Prints, reviews and/or maintains list of available beds. If requested, compares patient information to available beds and provides available bed options to appropriate clinical staff. Liaises with and/or receives information from nursing/physician personnel on unit regarding bed assignment. Enters site approved bed assignment in bed booking roster as directed or as per specific established procedures.

Receives calls and request forms regarding patient transfers to and from other health care facilities, physicians, Air Ambulance, Patient Transport network. Refers caller to appropriate facility as per demographics and/or refers request to appropriate personnel.

Maintains and prints a variety of files such as Priority Medical Admission, Medical Admissions, Surgical admissions, bed statistics, patient cancellations and add ons.

Responds to patient and visitor requests for information and directions in accordance with department standards.

Receives and records patient valuables for safekeeping if required at assigned site as per established procedures.

Escorts patients or arranges to have patients escorted to nursing units/treatment areas when needed.

Follows established quality assurance procedures by reviewing and editing patient data; produces audit reports as requested.

Calls in relief staff (sick calls) after hours, if required at site, according to an established list and procedures.

Notifies appropriate personnel of various alarms at the assigned site according to established procedures.

Performs related admitting clerical duties such as booking outpatient appointments as required, answering phones, giving directions and photocopying and distributing various documents.

Assists the Supervisor or designate with the release of bodies if applicable by performing duties such as verifying paperwork, notifying the Supervisor or designate of paperwork deficiencies, recording deaths in the Death (Vital Statistics) Register, and entering patient departure from the morgue into the admissions/discharge/transfer system.

Maintains sufficient levels of stationery supplies for the department as assigned according to predetermined levels by checking stock on hand, completing internal requisitions and forwarding to designated supervisor for approval.

Demonstrates own work procedures to co-workers and students.

Performs other related duties as assigned.

Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.