Office Assistant- Health Records- Part Time (2)

Job summary

Provide front-desk and general administrative support to the Health Records team, including handling inquiries, distributing and filing documents, maintaining records, and assisting with record requests. Update and manage electronic health records and provider information, transcribe orders, monitor incomplete records, and carry out chart-control and administrative-closure processes.

Job details

Duties Receive and forward telephone or counter inquiries to the appropriate person and provide general information to clients and the public. Receive and direct employees, patients and visitors. Separate, sort and distribute provider reports. Photocopy and collate documents for distribution, mailing and filing. Send and receive messages using facsimile machines or electronic mail. Maintain Forward Advantage for Health Records Enter and manage providers in Physician Office Integration (POI) Transcription of orders as required. Providing general administrative support to the Health Records team as operational needs evolve Filing documentation and charts Editing, moving, or cancelling dictated reports at the request of providers in Expanse and DeliverHealth Monitoring and updating incomplete records in the EMR and eChart Sending weekly Chart Control notifications to the appropriate departments Administratively closing charts as directed by the Health Records Committee (HRC), including uploading Administrative Closure Forms to the appropriate patient record at the request of the HRC and Chief of Staff Maintaining file rooms both on‑site and off‑site Assisting with front desk operations, including customer service and record requests Supporting general Health Records administrative functions as required Other duties as assigned. Qualifications Diploma in Office Administration and/or related experience, in a health-care-related environment. Medical Terminology Experience Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook, Knowledge of hospital software applications such as Meditech, Forward Advantage, InQuiry, Knowledge or familiarity of Health Records Expanse Desktop(s) Incomplete Records; Release of Information; Scanning; Analysis Ability Ability to work effectively and efficiently as a team member in a fast paced environment Customer service, interpersonal and telephone skills. Ability to maintain successful working relationships with the interdisciplinary team to achieve positive patient outcomes. Ability to organize time effectively to perform the duties of the position. Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner. Ability to read, write and communicate to perform the duties of the position. Proficiency and accuracy in clerical tasks including data entry, keyboarding, filing systems, documentation etc. Proficiency in using telephone systems, data projectors, laptop computers, video and phone conference equipment. Ability to accurately transcribe orders. Behaviour consistent with Hospital Mission, Values and Standards of Performance. Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time. Only those selected for the test/ interview will be contacted. Individuals will be selected on the basis of their ability, experience and qualifications as identified in the resume which they have attached to the posting application form. The Hospital reserves the right to conduct a formal interview and/or testing where required. Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position. Reason for Job Posting: Existing Vacancy

What you’ll do

Provide front-desk and general administrative support to the Health Records team, including handling inquiries, distributing and filing documents, maintaining records, and assisting with record requests. Update and manage electronic health records and provider information, transcribe orders, monitor incomplete records, and carry out chart-control and administrative-closure processes.

Requirements

A diploma in Office Administration or related experience in a healthcare environment is requested, along with medical terminology experience. Candidates should be proficient with Microsoft Office and clerical tasks, familiar with hospital records software, and able to communicate professionally, work effectively on a team, and accurately transcribe orders.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Teamwork · Preferred
• Filing · Preferred
• Attention to detail · Preferred
• telephone communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical Terminology
• Customer Service
• Telephone Communication
• Data Entry
• Keyboarding
• Filing
• Document Management
• Order Transcription
• Microsoft Office
• Spreadsheet Development
• Electronic Medical Records
• Health Records Administration
• Time Management
• Teamwork
• Interpersonal Communication
• Attention to Detail

Job areas

• Administrative
• Healthcare
• Customer Service & Support

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