Clinical Administration Clerk

ClinicalAdministration Clerk

Location: Abbotsford, BC

Reporting to: Clinical Nursing Manager - Dave LedeHouse

Job status: Temporary Part-time 0.6 FTE (45 hoursbi-weekly)

Start Date: July 5, 2024

End Date: July 17, 2025

Compensation: Alignment of HEABC HPS Wage Grid level23 - $29.18/hour

JOB SUMMARY

The Clinical Administration Clerk performs a varietyof clerical/administrative functions including directing phone calls, managingsupplies and equipment, maintaining patient records, supporting reception,assisting in scheduling, etc. for the clinical care team. In collaboration withthe Clinical Nursing Manager, supports operational processes includingscheduling and payroll. A high degree ofprofessionalism, compassion and ability to act as a positive ambassador for theorganization is crucial.

• Provides administrative support to the nursing team including directing phone calls, typing letters, preparing presentation and/or orientation materials, filing, faxing, etc.
• Maintains patient charts and records, including centralized database. Coordinates sharing of information between Vancouver Hospice and DLH Abbotsford by uploading documents, and sending and receiving charts by courier.
• Coordinates Telehealth and Video Conference needs for Care team as well as set up for education in collaboration with the Nurse Educator.
• Conducts hand hygiene audits and report according to CPCH IPAC (Infection Prevention and Control) policies.
• Monitors, orders and maintains clinical supplies.
• Prepares and faxes weekly orders for medical and pharmacy supplies and arranges to have these items picked up or delivered.
• Coordinates and maintains current processes for oxygen supplies and Medical waste.
• Maintenance of medication wardstock reconciliation and ordering of wardstock process.
• Picks up and/or takes medications, clinical supplies, laboratory specimens to/from the hospital as required.
• Maintains various binders, including Preventative Maintenance, Equipment Sign-Out, etc.
• Responsible for equipment maintenance in coordination with Bio-Medical Technician
• (Abbotsford Regional Hospital) and other contractors.
• Supporting clinical meetings by taking minutes, and distributing agenda and meeting minutes.
• Takes minutes for any cross-functional DLH team meetings.
• Supports the team in calling out (or using the appropriate messaging app) to meet additional or unexpected staffing needs.
• With Clinical Nursing Manager approval of the clinical nursing schedule, compiles timesheets and supports operational processes related to scheduling required for payroll purposes.
• Works closely with the Payroll Specialists to ensure that all payroll-related information for the DLH locations is sent to the Finance team for processing by the designated deadlines
• Pre-Admission Phone Calls; (this may be the IPAC calls for screening in the flu season).
• Assists Nursing Manager with preparing and scheduling orientation of new team members.
• Sending out and receiving and summarizing Family feedback forms.
• Acts as the point person to elevate I.T. issues and provides basic I.T. support as appropriate.
• Acts as the point person to report any phone system-related issues to the appropriate internal and external contacts for resolution.
• Contributes to the CPCH culture by understanding and supporting our Mission and Vision and actively demonstrating our Values.
• In accordance with the strategic directions of CPCH, patient safety is a priority and a responsibility shared by everyone at CPCH, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
• Protects the health, wellness and safety of self and others by complying with applicable regulations and standards, safe work practices and procedures established by CPCH. Employees must report any health hazards and unsafe conditions to their supervisor for corrective action.
• Assumes other related responsibilities within the Hospice, as assigned.

• A clear driving record is required. Access to a vehicle is an asset.

• Demonstrated ability to work efficiently in a fast-paced, diverse and emotionally sensitive environment.
• Calm, pleasant demeanor, particularly in the face of distractions and stressful situations.
• Strong knowledge of office practices and procedures and business correspondence.
• Demonstrated ability to handle fluctuating priorities and timelines.
• Demonstrated ability to respond to multiple enquiries and requests for information in a timely manner.
• Ability to build and sustain effective working relationships and interact with individuals at all levels, including staff, volunteers, children and families, donors and stakeholders in a professional and respectful manner.
• Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team.
• Effective verbal and written English communication skills.
• Physical ability to perform the duties of the position.
• Well versed in MS Office (Outlook, Word, Excel), good data entry and typing skills.
• High degree of proficiency in computer applications, including MS Office, and good data entry and typing skills.
• Adept at learning computer and phone applications, such as scheduling and payroll software.
• High level of accuracy, coupled with a keen eye for detail.
• Proven organizational skills.