Booking Clerk, PARC CDBC

Job summary

Schedules and maintains appointments for clients, multidisciplinary assessments, follow-ups, referrals, interpreters, and conferences, while coordinating changes with families, guardians, and clinicians. Provides reception and clerical support, maintains accurate client records and clinic lists, and prepares correspondence, reports, and other documents.

Job details

Job Summary In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient 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. The Booking Clerk, PARC & CDBC performs a variety of clerical duties related to the booking and scheduling functions for the Clinical Teams at Sunny Hill Health Centre. Duties include scheduling and booking client appointments for complex multidisciplinary assessments, including scheduling/booking rounds and family and community conferences in accordance with departmental requirements and guidelines. Books follow up appointments, adjusts appointments, ensures the appropriate date, time and location are provided to client, prepares and confirms client information, enters and maintains appointments/bookings into the clinic application, makes reminder phone calls, books interpreters as directed and distributes appointment letters. Performs other clerical duties that include reception duties, data entry, faxing, photocopying, typing technical and non-technical material utilizing various computerized word processing and spreadsheet software packages, booking meetings, and maintaining departmental equipment, supplies and filing systems. Duties/Accountabilities Schedules and books client appointments and follow-up appointments in accordance with established policies and clinic guidelines, including booking urgent assessment appointments, complex interdisciplinary appointments, team rounds and family and community conferences. Makes adjustments in accordance with client and department requirements and notifies both family, legal guardian(s) and clinician, ensuring that appropriate date, time, and location are provided to client. Enters and maintains appointments/bookings and clinicians’ availability in the customized clinic application. Communicates with assigned designate prior to making any and all adjustments to clinicians’ availability once entered into the clinic application. Places appointment reminder phone calls to client/parent(s)/legal guardian(s) and asks routine screening questions related to policies such as Infection Control. Schedules and books interpreters in accordance with established procedure and as directed by clinical team. Types and distributes a variety of technical and non-technical material such as appointment letters, correspondence (including re-direct letters), reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages, creating files, and editing material for stylistic consistency and grammar as required. Maintains and updates relevant clinic lists such as the Clinic Cancellation List and Child Mind List as per established procedures. Receives and registers clients upon arrival. Ensures client demographics and appropriate information is complete and accurate and follows up with appropriate parties as necessary. Advises appropriate professional that the client has arrived. Assembles and maintains client charts by utilizing appropriate forms and layout in accordance with established procedures and filing documentation. Telephones physicians’ offices or hospitals to request client information/documentation to ensure accuracy of records and charts. Performs referral functions including duties such as screening for information as identified by specialty clinics, gathering additional/missing information, entering data, and receiving and processing related paperwork. Schedules new referrals based on established criteria and works with the Case Managers to appropriately schedule urgent referrals based on clinical indicators. Performs receptionist and other clerical duties such as answering telephones, responding to inquiries and requests for information, obtaining client files as necessary, printing daily schedule, and forwarding problems and complex queries to appropriate personnel. Maintains a variety of records by performing duties such as data entry, collating information, maintaining log sheets and client statistics on items such as client attendance, treatment types, client or treatment cancellations, and waitlist information. Follows up with appropriate team members as necessary. Provides clerical support to the Program and the department by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying, preparing mailers and information, arranging for courier, circulating documentation, and ordering standard office supplies by completing requisition orders for authorization/signature. Performs other related duties as assigned. Qualifications Education, Training and Experience Grade 12, plus two (2) years’ recent, related experience or an equivalent combination of education, training, and experience. Skills And Abilities Ability to keyboard 45 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.

What you’ll do

Schedules and maintains appointments for clients, multidisciplinary assessments, follow-ups, referrals, interpreters, and conferences, while coordinating changes with families, guardians, and clinicians. Provides reception and clerical support, maintains accurate client records and clinic lists, and prepares correspondence, reports, and other documents.

Requirements

Requires Grade 12 and two years of recent related experience, or an equivalent combination of education, training, and experience. Candidates must be able to type 45 words per minute, know medical terminology, communicate and work effectively with others, organize work, operate related equipment, and perform the position's physical duties.

Listed skills

• Appointment Scheduling · Preferred
• written communication · Preferred
• Organization · Preferred
• Data entry · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Appointment Scheduling
• Medical Terminology
• Data Entry
• Keyboarding
• Written Communication
• Verbal Communication
• Organization
• Client Registration
• Referral Processing
• Reception
• Word Processing
• Spreadsheet Software
• Records Management
• Interpersonal Communication

Job areas

• Administrative
• Healthcare
• Customer Service & Support

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