Slides Record Clerk / Data Entry Clerk

Under close supervision, the Slides Record Clerk performs general clerical functions relating to the maintenance of files for Cytology slides. As Data Entry Clerk prepares, codes and enters patient identification data into an electronic file, performs customer service functions related to call backs and patient information clarification, distributes slides to cytotechnologists, verifies printed reports and follow-ups, maintains files, and performs clerical duties.

1.Prepares, codes and enters patient data into computer; issues new patient identification number where required and identifies duplicate record problems; corrects errors and omissions in patient demographic data.

2.Audits printed reports daily and pulls positive cases for priority distribution.

3.Obtains or clarifies missing or questionable information by contacting appropriate areas and enters missing or corrected information into computer system.

4.Receives telephone/fax requests for information and handles the request personally or redirects to appropriate individual according to established procedures. Requests and prepares computer print-out for delivery to various Agency departments as required.

5.Compares duplicated documents and performs merges by either adding or deleting appropriate data.

6.Assigns correct personal health numbers to requisitions or reports by selecting from pre-established tables. Identifies problems relating to physician numbers, verifies corrections by telephone and refers to Data Services.

7.Maintains manual files such as cards and slides, and performs associated manual clerical duties when necessary. Responds to routine correspondence and verbal enquiries from medical personnel regarding patient information according to established procedures.

8.Prepares documents for mailing by labelling and processing through a folder and inserter machine.

9.Delivers and picks up documents between sections of Pathology Department.

10.Sorts, retrieves, jackets, and files material such as slides, documents and reports.

11.Sorts, jackets and re-files slides. Ensures slides are secured properly in container.

12.Records the number of slides pulled and re-filed on a daily basis by following the slides tracking procedure.

13.Retrieves slides from storage areas as required and delivers to appropriate personnel, faxes slide request list to off-site storage facility when necessary.

14.Separates normal and abnormal slides and files slides for long- and short-term storage.

15.Delivers reports to the Mail Room for mailing out.

16.Performs other related duties as required.

Education, Training and Experience

• Grade 12, training as keypunch operator and one year’s recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard at 45 wpm.
• Ability to deal with others effectively.
• Ability to communicate effectively, both verbally and in writing.
• Ability to meet the physical requirements of the position.
• Ability to organize work.
• Ability to operate related equipment.