Health Records Clerk - Family Practice Health Centre

This is a Regular Full-Time opportunity (Replacement)
Day shifts 8:00PM to 4:00PM
An exciting opportunity as a Regular Full-Time, Health Records Clerk exists in the Women’s College Academic Family Health Team (WCAFHT), reporting to the Executive Director, WCAFHT and Environmental Health Clinic. The Women’s College Academic Family Health Team is one of the largest Family Practice Units within the Department of Family and Community Medicine with over 40 staff Physicians, interprofessional team, administrative and support staff.

Summary of Duties, but not limited to:

Manage incoming patient records and reports from all incoming sources including manual, post mail, electronic fax, analog fax, and Hospital Report Manager (HRM)
Maintain accurate patient records by categorizing and uploading reports to the appropriate patient chart
Perform quality assurance of scanned documents to ensure accuracy and legibility of patient’s legal health record
Retrieve, deliver and upload paper reports to and from internal WCH departments
Communication with clinicians to alert them of uploaded records for follow up
Perform administrative functions including scanning, faxing, responding to electronic and telephone inquiries and requests from the clinical team
Ensure accuracy of patient record uploads into the chart
Promote teamwork and co-operation among team members
Continuous communication with team members of the Centre


Quality Assurance processes in Health Records and overall Family Practice Health Centre, where applicable:

Assist with and maintain high-quality data entry and integrity with respect to electronically scanning, categorizing and posting medical reports into the Electronic Medical Records (EMR), Practice Solution Suite (PSS)
Assist with data management and quality processes
Assist with preventative care maintenance process
Assist with and coordinate data quality and integrity of secretarial input of medical reports into PSS/EMR
Aide coworkers to solve problems and develop solutions to day-to-day issues with the correct technical knowledge
Cooperation in executing policies of Centre and the Hospital with respect to the PSS/ EMR systems
Follow accepted policies and practice as established by the department and the Hospital
Control waste and inefficient use of resources
Access Hospital PSS/EMR Systems to obtain chart numbers for inactive patients
Modify and update patient demographic information in Hospital PSS/EMR System as required
Recommend merger of charts when duplicate charting is discovered


Patient Reports:

Investigate unmatched patient reports and incoming letters from other hospitals and external physicians, and redirect them to the correct department and/or location
Investigate missing patient reports, labs or correspondence by utilizing a variety of systems such as PSS, system, Coral viewer, PRO, Connect GTA, Sunnybrook PCS, etc.
Correspond professionally with patients and internal and external partners
Respond to telephone inquiries and perform general clerical duties
Answer general telephone inquiries from both internal and external sources
Respond to telephone and electronic requests for charts from Teams
Order/request clerical supplies for the department when needed using established processes
As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.


The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

High School Diploma is required


Certified Health Information Management (CHIM) professional, preferred
Experience working in a Health Records Department, Clinic or Hospital, an asset
Experience working with Health Information departmental systems related to Chart Tracking, Chart Locator, and Scanning
Experience with hospital EMR, preferably PSS
Commitment to comply with regulations governing privacy and confidentiality of personal health information
Ability to work as part of a team in a fast-paced environment
Excellent communication, problem solving and customer service skills
Proven attendance and punctuality required


Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria
Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all