Health Records Clerk

at  Womens College Hospital

Women’s College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you’re ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women’s College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

JOB DESCRIPTION

Day-to-day functions in Health Records, where applicable:
o Chart maintenance and security
o Retrieve, deliver and file charts
o Electronically scan, categorize and post reports into EMR medical records from all incoming sources etc. manually, mail, fax, efax, email and Hospital Report Manager (HRM)
o Promote teamwork and co-operation among employees
o Continuous communication with employees of the FPHC department
Quality Assurance processes in Health Records and overall FPHC, where applicable:
o Assist with and maintain high quality data entry and integrity with respect to electronically scanning, categorizing and posting medical reports into PSS/EMR
o Assist with data management and quality processes for FPHC
o Assist with preventative care maintenance process for FPHC

o Assist with and coordinate data quality and integrity of secretarial input of medical reports into PSS/EMR

• Aide coworkers to problem solve and develop solutions to day to day issues with the correct technical knowledge
• Cooperation in executing policies of FPHC and the Hospital with respect to the EPIC and PSS/EMR system
• Follow accepted policies and practice as established by the department and the Hospital
• Control waste and inefficient use of resources
• Access Hospital EPIC and PSS/EMR System to obtain chart numbers for inactive FPHC patients
• Modify and update patient demographic information in Hospital EPIC 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 of the FPHC by utilizing a variety of systems such as PSS/EMR, the Hospital EPIC system, Coral viewer, PRO, Connect GTA, Sunnybrook PCS, etc.

Correspondence, Telephone Inquiries and 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

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
• Certified Health Information Management 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 EMR, preferably Epic
• 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
• 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

• 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 neede