Unit Clerk - Correctional Health Services

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority client safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Under the general supervision of the Manager, Health Services and in accordance with the vision, mission and values of the PHSA Correctional Health Services , acts as a member of the client care team by performing a variety of trauma informed clerical duties utilizing computerized software programs in support of the operation of the unit such as acting as a communication link for the unit, providing receptionist functions, transcribing physicians’ orders, coordinating client appointments, assembling and maintaining client charts. Performs job duties through a Trauma Informed Care Framework and Indigenous Cultural lens

1. Provides receptionist functions by performing duties such as supporting visitors to Health Centre, supporting clients, assisting staff and volunteers, answering telephones, providing information and/or forwarding inquiries to appropriate personnel to facilitate a steady flow of foot traffic and coordination of telephone calls.

2. Maintains client paper charts and in the Primary Assessment and Care (PAC) system by performing duties such as receiving admission documentation, creating clinical records using appropriate forms/layout in accordance with established procedures, ensuring material is labeled with client information, contacting Clinical Records or other facilities for archived client documentation, thinning clinical records, filing material such as lab results into relevant sections, completing the clinical record upon discharge, and ensuring all records are maintained in PAC.

3. Prioritizes, processes, and transcribes physicians’ orders according to established procedures through methods such as checking clinical records in PAC and paper chart to identify new orders, forwarding STAT items to nursing personnel, telephoning rush requests, completing required paperwork/Kardex for items such as blood work or dietary changes, entering information/requests into computerized systems, and confirming completion of orders prior to initialing by the registered nurse/registered psychiatric nurse. Takes minutes of unit meetings and distributes to all staff after review by Manager.

4. Performs staffing functions such as maintaining accuracy of roster changes, posting vacation rosters for staff picks and providing a completed copy to the Manager, ensuring absences are recorded on ward timesheets, ensuring appropriate documents are completed and forwarded as directed by the manager, and advising Pay Office promptly of actions which affect employees’ pay. Establishes a bring forward system for attendance and other issues for follow-up purposes.

5. Arranges appointments and/or schedules outpatient booking for clients in collaboration with consult services by contacting designated services, obtaining times, recording appointments in clinical records, maintaining booking listings, providing instructions and notifying required personnel, and adjusting arrangements as directed.

6. Arranges transportation for clients in coordination with BC Corrections Staff as required for discharge, transfer, appointments and /or outings in collaboration with BC Corrections Staff by methods such as contacting BC Ambulance Service pursuant to appointment and other time schedules.

7. Coordinates the transmittal of facsimile messages by operating equipment and distributing material received.

8. Receives, records, and transmits test results/medical information to physicians, nursing staff and others, according to established procedures.

9. Compiles designated material for distribution by gathering documentation, organizing into appropriate formats, photocopying and/or arranging for duplication through centralized printing and distribution services.

10. Maintains unit levels of stationery and facilitates equipment maintenance through methods such as identifying stationery requirements, troubleshooting office equipment problems, receiving requests for maintenance, and completing/signing/forwarding requisitions/forms to meet the unit’s usage patterns, needs and operations. Maintains a standardized filing system.

11. Preparing and maintaining statistics and other information as directed by the manager by: recording information, performing arithmetic calculations, summarizing and/or entering data into computerized systems and entering commands to generate reports for review by designated staff. Tracks client certifications for renewal, communicates changes in patient status to appropriate personnel, maintains current data and inputs same to support system applications.

12. Arranges and coordinates with other health care clinical staff any appropriate discharge information or medication the client may require upon discharge.

13. Performs other related duties as assigned.

Qualifications:

• Grade 12, medical terminology and graduation from a recognized Nursing Unit Clerk Program plus one (1) year’s recent, related experience, or an equivalent combination of education, training, and experience.