New Patient Referral Clerk (BC Cancer Kelowna) - Casual/On-Call

Providence Health Care

Providence Health Care

Kelowna, BC, Canada · Baton Rouge, LA, USA · British Columbia, Canada · Kelowna, BC, Canada
Posted on Wednesday, October 4, 2023

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


Learn more about the Health Information Management team, check us out here: http://www.himconnect.ca/


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 will do:
Reporting to the Manager/Coordinator or designate, the New Patient Referral Clerk receives, records and processes physician referral and re-referral requests, determines outpatient appointment priority, books related appointments and special procedures, requests, receives, records, stores and collates supporting patient documentation in addition to searching for and/or entering related data into the computerized information system.

Qualifications / Skills and Education

Education, Training, and Experience

  • Grade 12
  • Two (2) years’ recent, related experience completing referrals 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.
  • Ability to organize work.
  • Ability to operate related equipment.
  • Physical ability to carry out the duties of the position.

Duties and Responsibilities

Processes referrals and re-referrals received from physicians and hospital units by performing duties such as:
Receiving/requesting referral information, patient demographics and other clinical data.
Recording and/or entering a variety of information including consultation, dates, locations and types of examinations/procedures to complete patient schedules including name searches using the computerized information system to obtain information such as patient identification, agency identification, patient demographics and information on previous cancer sites.
Creating new agency identification for the patient.
Registering new patients according to agency standards for entering information.
Electronically filing clinical documents in the electronic health record.
Routing documents for physician review as required.

Determines appointment priority by evaluating patient information such as patient history, test results and pertinent reports. Organizes and maintains a system for review of referrals by identifying concerns to physician/clinical staff as required and placing the referral in the designated area for review.

Processes written or verbal instructions from triage physician, including activities such as initiating requisitions, requesting bookings such as diagnostic imaging, completing forms, and requesting additional documentation.

Books new patient appointment by performing duties such as:
Reviewing the triage record to obtain modality assignment of medical, radiation, surgical or gynecology consultation.
Assigning the new patient appointment for the ambulatory care unit according to prioritization, pre-determined schedule or per triage instructions, referring queries regarding appointment as required.
Reviewing suitability/availability and emergency bookings by communicating to the appropriate physicians.
Performing data entry of new patient appointments.

Carries out a variety of pre-registration duties prior to patient appointments such as printing out new patient lists, pulling referrals, and attaching pre-registration check sheets. Contacts patients to validate information on computerized information systems and to confirm appointments, location of the centre, parking, required material and relevant physician information.

Reviews patient needs identified on referral or triage form prior to clinic appointment and refers to appropriate service or arranges accordingly, such as making arrangements for oxygen, stretchers, referrals to patient and family counseling and interpreter services.

Meets with patient prior to new patient appointment to obtain information such as signatures on consent forms or out of country consent forms, as required. Contacts patients regarding late or missed new patient appointments.

Maintains a variety of statistical information such as the number of new referrals, appointment dates, referral dates, registration numbers issued for review and analysis by the Manager/Coordinator.

Participates in continuous quality improvement activities by performing duties such as providing input/feedback to supervisor on processes and opportunities for process improvement.

Demonstrates own work procedures to co-workers.

Performs related clerical support functions such as typing correspondence, photocopying and maintaining electronic and/or hard copy files.

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.