Communication Clerk

Work Type: Part Time

Location: WRHN @ Queen’s Blvd (formerly St. Mary’s General Hospital)

This role is being advertised to fill an existing vacancy

Home to seven regional programs and comprehensive healthcare services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the healthcare experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.

At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

Please Note: New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.

Position Summary:

The Communication Clerk, 700 – Medicine, is a member of the health care team responsible for coordinating communication in and out of the unit, transcription of orders, and all clerical functions that enhance the overall operation of an effective communication center. The Communication Clerk tabulates and maintains all statistics relating to the activity in the department and performs other related duties as assigned.

Responsibilities:

• Assists all team members in the various communications required for expedient department operation.
• Provides excellent customer service to families, physicians, other health care workers and community partners as the frontline person on the unit and directs individuals to the appropriate person or location.
• Initiates and receives telephone messages ensuring the appropriate receipt of messages. Assesses and directs phone calls to the appropriate individual in a professional manner according to Privacy legislation.
• Establishes contact with physicians and ancillary staff as required by the nurses.
• Ensures the correct and timely flow of charts, forms and requisitions.
• Coordinates the admission, transfer or discharge of patients with the Bed Allocator in collaboration with the Resource RN.
• Accurately takes, receives and relays all medical reports for the unit.
• Obtains consent for release of information to physician/institution
• Effectively apply organizational and time management skills to prioritize workload, to problem solve, and to adapt to frequent interruptions and change.
• Adapt communication and interpersonal skills to deal effectively with patients and their families, co-workers, physicians, volunteers and others within our health care community.
• Demonstrate values and a commitment to foster a healthy, supportive work environment dedicated to delivering a high quality care experience though compassion, innovation and respect.
• Transcription of Orders
• Communicates urgency of doctor’s order to appropriate nurse.
• Interprets and transcribes according to priority.
• Accurately transcribes and maintains doctor’s orders for medication to appropriate record for verification by the Nurse.
• Transcribes diet, activity and diagnostic orders from doctor’s order sheet.
• Applies appropriate patient care plan/ critical path/preprinted order set etc.
• Transcribes preliminary telephone, computer or fax transmitted results to the correct chart and informing the nurse responsible for the patient.
• Transcribes and implements orders accurately communicating with the appropriate disciplines and informing the responsible Patient Care Nurse.
• Patient Health Records
• Preparing the health record for admission, transfer and discharge
• Ensuring reports are placed in the correct chart
• Ensuring the acceptable chart order is maintained
• Assessing the need and replenishing the chart with additional forms as needed
• Returns completed charts to Health Records.
• Supplies and Equipment Maintenance
• Assesses the need for and orders all regularly used items and office supplies as approved by the Program Manager and places supplies in the designated locations on a weekly basis.
• Receives and signs for supplies and purchased items when they are delivered to the unit.
• Orders Stores/CSR supplies as requested by the nursing/medical staff.
• Restocks shelves and drawers with supplies and keeps Communication Centre neat.
• Transports equipment/specimens/supplies and other items in the absence of the porter/ESP.
• Abide by all SMGH policies and procedures, (i.e., Occupational Health & Safety Act, Public Hospitals Act,) position obligations, and perform work duties in accordance with SMGH’s Code of Conduct.
• Other duties as assigned.

Position Requirements:

• Successful completion of Grade 12 or equivalent.
• Completion of a Medical Terminology Course.
• Successfully able to keyboard at a speed of 50 w.p.m. with minimal error and accuracy.
• Skilled in computer applications including Microsoft (Word, Excel, Outlook) and Cerner programs.
• Effectively able to work with minimal supervision.
• Able to sensitively respond to inquiries from staff, volunteers, patients, family members and members of the general public in a timely manner.
• Successfully able to perform their function in accordance with prescribed standards that focuses on the priority of People Safety and the delivery of the highest standard of Quality Care.
• Demonstrate the physical and mental capabilities necessary for proper and efficient performance of the essential duties of the position.

Preferred Requirements:

• Completion of a Health Office Administration course.
• Previous clerical experience in a medical setting.
• Effectively able to prioritize workload and function independently in a busy environment.

Application Instructions:

EMPLOYEES OF LEGACY ST. MARY’S GENERAL HOSPITAL ARE REQUIRED TO SUBMIT THEIR APPLICATION ELECTRONICALLY USING INFOR.

As per the collective agreement, the internal recruitment process will be completed prior to the consideration of external applications.

WRHN is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.

International Applicants

If you are seeking employment on a temporary work or study permit, we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.

We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.