Job Description

Company Biography:
Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada\xe2\x80\xb2s most vibrant and diverse communities. We are home to North America\xe2\x80\xb2s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. We are also proud to be named one of Greater Toronto\'s Top Employers for 2022! Learn more at

FOR EXTERNAL APPLICANTS ONLY: As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital\xe2\x80\xb2s Workplace Health and Safety department.

Position Overview:
The Unit Clerk is a valuable member of the team and has a significant impact on the effective operation of patient services on inpatient units and outpatient clinics at Scarborough Health Network.

Position Summary:

Working both independently and as part of the larger clerical and interdisciplinary care team, reporting to the Manager, to provide overall clerical support, communication support and coordination to help facilitate higher integration and team collaboration for the delivery of comprehensive patient care services across our emergency departments, inpatient units and outpatient clinics. A key component of the position is patient services and maintaining a progressive and personalized health care environment for patients.

Company Vacancy/Request for Transfer:
The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.

Responsibilities:
\xc2\xb7 Receives incoming patient and clinician calls in a courteous and efficient manner, pre-screens and re-directs or triages calls to appropriate staff/departments/patients and accepts or relays messages where required.
\xc2\xb7 Act as the \xe2\x80\x9cfriendly face\xe2\x80\x9d in greeting patients and families and answering any questions that they may have (e.g., food services, parking prices).
\xc2\xb7 Replenish and re-stocking of Personal Protective Equipment (PPEs).
\xc2\xb7 Monitor inventory and complete proactive requisitioning of supplies (SAP/Grand &Toy), linen and equipment.
\xc2\xb7 Organize and alert team of patient transport arrival and departure time (e.g. Diagnostic Imaging appointments while patient is on inpatients).
\xc2\xb7 Update Estimated Date of Discharge (EDD) on Epic Unit Manager.
\xc2\xb7 Complete and submit biweekly payroll function (entry, adjustments and audit).
\xc2\xb7 Facilitate staffing and scheduling needs for department at the direction of the Clinical Manager (e.g., produce schedules in EZ Schedule or MS excel, makes staffing request calls).
\xc2\xb7 Fax various documents, such as prescriptions, discharge summaries and referrals.
\xc2\xb7 Verify patient demographics, contact information, OHIP or other healthcare insurance (e.g., preferred accommodation).
\xc2\xb7 Maintain clipboard patient charts (e.g., consent forms, prints discharge instructions and prescriptions, etc.).
\xc2\xb7 Arrange for virtual rounds, multi-departmental meetings and interpreters.
\xc2\xb7 Create downtime packages for when EPIC undergoes a system update.
\xc2\xb7 Ensure that Business Continuity Access (BCA) bins are stocked (EPIC downtime forms).
\xc2\xb7 Re-scan and index documentation into electronic medical record (EMR) within defined turn-around time.
\xc2\xb7 Supports on unit auditing (e.g., hand hygiene audits, patient/family satisfaction surveys).
\xc2\xb7 Track and record data to meet extramural/internal reporting obligations and satisfy funding agreements.
\xc2\xb7 Assist care teams in improving patient safety such as reducing avoidable falls and high-pressure injuries.
\xc2\xb7 Proactively keep staff in the know of patient needs (rounding/responding to call bells etc.)
\xc2\xb7 Patient support at direction of interprofessional staff (e.g., Transportation).
\xc2\xb7 Assist during emergency codes by calling codes (blue, white, yellow etc.) by making notification phone calls, paging staff members, call backs and other tasks as defined in the Hospital\xe2\x80\xb2s Emergency Measures Manual.
\xc2\xb7 Support wayfinding to allow visitors and patients to navigate the hospital to get to where they need to be.
\xc2\xb7 MyChart Champions (e.g., assist with downloading app, setting-up account, etc.)
\xc2\xb7 Offer customized program, unit and institutional knowledge to patients and families on day-one of admission to help welcome and orient patients to unit.
\xc2\xb7 Support care teams in discharge planning (e.g., booking family meetings, support with arranging transportation - external transfers, family/caregiver/ home care communication, print discharge documentation for patients/families).
\xc2\xb7 Manage locked unit patient, family and visitor access (buzz people in and out as needed).
\xc2\xb7 Contact Environmental Services to arrange for rooms to get cleaned immediately upon discharge.
\xc2\xb7 Provide communication support to expedite inter-unit and inter-site patient transfers (Bed Allocation, Sending Unit, Receiving Unit, Sending Most Responsible Physician and Receiving Most Responsible Physician).
\xc2\xb7 Utilizes the screening tools provided as needed to assess eligibility for entrance, including screening for signs and symptoms based on the screening tool.
\xc2\xb7 Use of In-Basket to notify MRP, MRN, IP staff, as appropriate.
\xc2\xb7 Clerical screening of incoming referrals i.e. ensure completeness and triage based on urgency.
\xc2\xb7 Utilizes the screening tools as provided if needed to assess eligibility for entrance, including screening for signs and symptoms based on the screening tool.
\xc2\xb7 Use of overhead intercom to locate nurses when patients call out, or medical teams / other services (physio, social work) are looking for them.

Other

• Training and orientation of new staff.
• Cross-coverage.
• Ability to deal with emergency situations in a calm, efficient and prompt manner.
• Assist in special corporate initiatives such as Accreditation as required.
• Other duties as assigned.

Requirements:
\xc2\xb7 Medical terminology certificate required or completion within 3 months of hire.
\xc2\xb7 Graduate of a Medical Office Administration Program or equivalent combination of post-secondary education and/or relevant experience.
\xc2\xb7 Demonstrated strong knowledge of medical terminology within 3 months of hire.
\xc2\xb7 Well-developed keyboarding/computer skills with a minimum keyboarding speed of 35 wpm with 80% accuracy (Skill testing will be administered)
\xc2\xb7 Demonstrated experience in Clinical Information Systems, MS Word, Medical Terminology (skill testing will be administered)
\xc2\xb7 Strong customer service skills (skill testing will be administered)
\xc2\xb7 Demonstrated strong organizational, time management and prioritization skills with the ability to multi-task, adjust priorities, coordinate tasks and team members, show strong self-initiative and work well in stressful situations
\xc2\xb7 Excellent interpersonal, communication, documentation skills with the ability to work well with patients, families, all levels of staff and the community.
\xc2\xb7 Demonstrated initiative, stewardship and teamwork skills.
\xc2\xb7 Demonstrated excellence in problem solving and critical thinking skills.
\xc2\xb7 Demonstrated excellence in verbal and written English communication.
\xc2\xb7 Maintains own competency and continually seeks ongoing education.
\xc2\xb7 Seeks help and accepts guidance when a gap in competency is identified.
\xc2\xb7 Demonstrates values consistent with SHN\xe2\x80\xb2s Code of Conduct and is committed to fostering a healthy and positive work environment in accordance with Health & Safety policy and legislation.
\xc2\xb7 Demonstrates an understanding of and commitment to SHN\'s comprehensive safety programs and practices including staff safety, patient safety, and environmental safety and participates in regular in-service education in this area.
\xc2\xb7 Strong work ethic and commitment is required.
\xc2\xb7 Demonstrated high standards of work outputs.
\xc2\xb7 Highly punctual.
\xc2\xb7 Demonstrated professionalism and reliability.

Asset:
\xc2\xb7 A minimum of one-year registration experience in a hospital setting
\xc2\xb7 Experience using Electronic Medical Records
\xc2\xb7 Experience using EPIC and/or SAP
\xc2\xb7 Ability to speak a second language

Accommodation Statement:
Scarborough Health Network (SHN) embraces and celebrates our community\xe2\x80\xb2s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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Scarborough Health Network