Clerk IV Registration Records Completion

Summary

JOB SUMMARY:Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff. Reporting to the Manager and/or designate, performs a variety of registration and records processing functions. Registers patients (including inpatients, outpatients, ambulatory care patients and emergency patients) in the computerized admission/discharge/transfer system. Processes preadmissions, admissions, and discharges. Performs records processing and records completion duties such as quantitative analysis, assembly/scanning, quality control, validation, retrieval and delivery of records; filing, identifying, verifying, and correcting patient information. Administers physician suspension process for incomplete records, where applicable. Performs clerical duties related to the release of patient information for continuity of care. Performs other related clerical duties as required. QUALIFICATIONS:EducationGrade 12 and two years' recent, related experience or an equivalent combination of education, training and experience.Skills and AbilitiesAbility 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. 1. 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. 2. 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.3. Accesses HealthNet as required to determine the patient's healthcare number (PHN) or assigns a new PHN if required. Searches other databases as required. 4. Receives payments for non-resident and self-pay charges and medical/surgical supplies; issues receipts; explains hospital policy regarding deposits and room differentials; explains forms and provides information on admission process to patients as required. Receives and records patient valuables for safekeeping. 5. Admits patients in Meditech to location as instructed by order entry. Discharges patients from Meditech as instructed by order. 6. Follows established quality assurance procedures by reviewing and editing patient data; produces audit reports as requested. 7. Performs record processing functions related to patient records by performing duties such as assembly, identifying, verifying, and correcting patient information utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System, checking for discharges and/or previous admissions, processing patient folders and documents, merging duplicate files, making up folders, photocopying, scanning, indexing and printing chart labels, and filing as required.8. Performs quantitative analysis on records by checking for completeness of the record (e.g., discharge summary, operation reports) and forwarding incomplete records to physician for completion in accordance with quantitative analysis procedures and within the organization’s guidelines and standards. Assigns deficiencies by entering information into applicable system and files onto patient records.9. Maintains record completion systems by performing duties such as printing and distributing weekly physician notices of incomplete records and printing and distribution of reports to Medical Administration, VP Medicine and Department Heads.10. Administers the physician temporary suspension, as applicable, process regarding non-compliance around record completion in accordance with departmental procedures; generates pending suspension notices to physicians. Notifies appropriate departments such as Registration of temporary suspension due to non-compliance.11. Maintains records control by ensuring that all records are signed out in the tracking system according to established policy and procedure. Follows up on missing records/reports by performing detailed searches within the department and on the nursing units. Responds to physician queries regarding incomplete records. Responds to requests by locating patient charts and delivering records. Refers unusual requests to the Manager/Coordinator and/or designate.12. Answers inquiries related to the release of patient information for continuity of care by performing duties such as receiving request and releasing in accordance with established procedures. Refers problems or other inquiries as appropriate to Manager/Coordinator or designate.13. At Cerner sites, monitors HIM In-box for refused orders/documents. Identifies reasons for refusal and re-directs as appropriate. Completes Patient Safety Learning System form as required in accordance with established procedures.14. Assists the Supervisor with the release of bodies if applicable by performing duties such as verifying paperwork, notifying the Supervisor of paperwork deficiencies, recording deaths in the Death (Vital Statistics) Register, and entering patient departure from the morgue into the admissions/discharge/transfer system. 15. Performs reception duties and related clerical functions by methods such as answering telephone, transferring to appropriate personnel, taking messages, booking outpatient appointments, directing visitors, and providing routine information in accordance with department standards. Photocopies and distributes documents as required.16. Maintains sufficient levels of stationery supplies for the department according to predetermined levels by checking stock on hand, completing internal requisitions and forwarding to designated supervisor for approval. 17. Calls in relief staff (sick calls) after hours according to an established list and procedures. 18. Notifies appropriate personnel of various alarms at the assigned site according to established procedures. 19. Demonstrates own work procedures to co-workers and students.20. Performs other related duties as assigned.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required