Job Description

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Summary

The Health Information Management Administration team is hiring!

Learn more about the Health Information Management team, check us out .

We acknowledge that Providence Health Care & the new St. Paul\xe2\x80\x99s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the x\xca\xb7m\xc9\x99\xce\xb8kw\xc9\x99y\xcc\x93\xc9\x99m (Musqueam), Skwxw\xc3\xba7mesh (Squamish), and S\xc9\x99l\xcc\x93\xc3\xadlw\xc9\x99ta\xca\x94/Selilwitulh (Tsleil-Waututh) Nations.

At Providence Health Care, it\xe2\x80\x99s not a job \xe2\x80\x93 it\xe2\x80\x99s a passion. Our organization is deeply rooted in social justice and is committed to treating those we serve and each other with compassion and respect. We attract the best people and support them to flourish! Join our team today!

What does the Health Information Management team do?

Health Information Management (HIM) is a leader in the collection, storage, and distribution of patient information within British Columbia. Our dedicated team of professionals are some of the first points of contact at Health Organizations sites. As a consolidated Lower Mainland department of Providence Health Care, HIM has staff at about 40 geographically dispersed locations across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health.

Approximately 1,450 staff working the following Service Areas: Registration, Records Management, Transcription Services, Health Information Exchange, and Coding.\xe2\x80\x8b Additional Corporate Services include: Strategic Planning, Projects & Business Optimization, Culture & Communications. There is room for growth and development and we aim to support our teams to flourish.

What you will be doing:

Reporting to the Coordinator and/or designate, the Lead Hand, Registration Services provides work direction to Registration/Switchboard Clerks and performs a variety of registration and switchboard functions. Duties include:

• Registering patients for emergency services and diagnostic procedures in the computerized admission/discharge/transfer system.
• Processesing admissions, transfers and discharges.
• Operating the computerized telephone exchange, locates personnel through the use of pagers, answering services and the public address systems, and responds to emergencies.
• Perforing reception, records management and other related clerical functions as required.

Qualifications / Skills and Education

Education
Grade 12, plus three years\xe2\x80\x99 recent related experience or an equivalent combination of education, training, and experience.

Skills and Abilities
Ability to keyboard at 45 wpm.
Knowledge of medical terminology.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Ability to supervise.
Ability to organize work.
Physical ability to carry out the duties of the position.
Ability to operate related equipment.

Duties and Responsibilities

Provides work direction to designated Registration/Switchboard Clerks in the performance of registration, switchboard and other related clerical duties by allocating work assignments, reviewing and checking assigned work for completion, answering staff inquiries and providing orientation to new staff to ensure standardization of procedures.

Attends designated HIM meetings at the request of Coordinator/Regional Manager to receive and exchange information regarding HIM and/or Pemberton Health Centre activities. Communicates pertinent information such as changes to procedures to site staff as requested.

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.

Completes and prints registration forms related to the documentation of patients and forwards this information to emergency/treatment areas. Obtains signatures as appropriate. Prepares and applies identity bands to patients.

Accesses HealthNet as required to determine the patient\'s healthcare number (PHN) or assigns a new PHN if required. Searches other databases as required.

Receives payments for non-resident and self-pay charges and medical/surgical supplies; issues receipts and explains hospital policy regarding deposits. Completes daily cash reconciliation on a weekly basis, maintains petty cash and change float, and prepares and makes bank deposits.

Receives and records patient valuables for safekeeping. Escorts patients or arranges to have patients taken to emergency/treatment areas.

Performs miscellaneous billing (including provincial and federal claims); follows up on patient account receivables and collections (mails out and follows up on outstanding account balances). Performs patient account corrections exceeding ten (10) days.

Assists with arrangements for patient transfers to other facilities by processing and forwarding required documentation.

Calls in and allocates relief staff to fill temporary staffing requirements by methods such as referring to seniority lists, calling staff and forwarding discrepancies to the Coordinator as required.

Maintains time-keeping records for staff by performing duties such as gathering required information such as hours worked and submitting to appropriate area as required.

Follows established quality assurance procedures by reviewing and editing patient data; produces audit reports as requested.

Retrieves patient records according to established policies and procedures and photocopies information. Files loose forms and reports in chart.

Answers related to the release of patient information for urgent continuity of care by performing duties such as receiving request, retrieving charts, photocopying and releasing in accordance with established procedures.

Processes non continuity of care requests for personal information including certification of documents and represents organization as required.

Provides telephone exchange services by operating a computerized switchboard to receive and transfer calls, utilizing pagers, answering service and the public address system to contact individuals; takes messages for staff and forwards by telephoning directly.

Responds to a variety of emergency signals for such situations as cardiac arrest, bomb threats and disasters by operating locating equipment and following established codes and procedures to notify appropriate individuals and departments.

Performs clerical duties such as typing non-technical material such as correspondence, reports, and labels, sorting and preparing incoming and outgoing mail, photocopying, filing and operating the facsimile machine.

Maintains inventory of supplies by completing order requisitions and submitting to supplier and/or Stores as required.

Performs other related duties as assigned.
Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Providence Health Care