ADMINISTRATIVE AND DATA ENTRY CLERK

PHSA Corporate
Vancouver, BC
The Administrative and Data Entry Clerk performs clerical and secretarial duties including data entry of patient/test information into the laboratory information system, typing a variety of materials including patient reports, maintaining department files and records, taking and transcribing minutes of meetings, and booking appointments.

WHAT WE DO

The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.
One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.
Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC’s Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

• Receives incoming specimens and requisitions and checks for accuracy and completeness of information such as personal health number, name, date of birth and tests required. Contacts physicians or labs for missing information and makes necessary corrections.
• Enters patient data into computer systems, issues new patient identification number where required and identifies duplicate record problems, obtains or clarifies missing or questionable information, corrects errors and omissions in patient demographic data and enters corrections into computer systems.
• Assembles and types a variety of material such as manuals, articles for publication, teaching materials, schedules, duty lists and rosters, reports, correspondence, and statistics from memoranda, e-mail, dictation or rough draft, as required.
• Sets up and maintains department files and records such as patient files, laboratory reports, correspondence, inventories, billings and schedules.
• Answers telephone enquiries, takes messages, and refers calls where appropriate.
• Searches for and retrieves patient or department information from databases as requested.
• Sorts and distributes incoming mail and processes outgoing mail, including laboratory reports and correspondence.
• Composes and types routine memos and correspondence for approval and signature.
• Attends meetings, takes minutes, transcribes, and distributes as requested.
• Assists the senior staff with research studies by maintaining statistics, bibliographies, formats, requests article reprints as requested.
• Inputs, edits, formats, and merges data in word processing, databases and computer systems for patient records, inventory control, billing and scheduling as required.
• Schedules appointments for departmental staff and arranges meetings as requested. Makes travel arrangements for departmental staff, if necessary. Completes travel and other expense claims for signatures.
• Maintains inventories of department office supplies to pre-determined levels, prepares purchasing requisitions for signature when necessary. Receives and distributes supplies by checking for correct documentation on incoming and outgoing goods and specimens and completing documentation when required, ensuring goods and specimens are distributed to the designated area and informing the appropriate staff, and reporting unusual situations to supervisor.
• Performs reception duties, and books and schedules patient appointments, as required.
• Performs other related duties as assigned.