Lead Hand Registration Services

Work Area: 
Registration - Pemberton Health Centre
Base Site: 
Pemberton Health Centre
Temporary Part Time
End Date: 
Oct 30, 2020 or return of incumbent
Job Category: 
Acute Care Hospital
W-Fr 0845-1645 and every other Sa-Su 0900-1300


Reporting to the Coordinator and/or designate, the Lead Hand, Registration Services provides work direction to Registration/Switchboard Clerks and performs a variety of registration and switchboard functions. Registers patients for emergency services and diagnostic procedures in the computerized admission/discharge/transfer system. Processes admissions, transfers and discharges. Operates the computerized telephone exchange, locates personnel through the use of pagers, answering services and the public address systems, and responds to emergencies. Performs reception, records management and other related clerical functions as required.


Ability to keyboard at 45 wpm.
Knowledge of medical terminology.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Ability to supervise.
Ability to organize work.
Physical ability to carry out the duties of the position.
Ability to operate related equipment.


Grade 12, plus three years’ recent related experience or an equivalent combination of education, training, and experience.


Provides work direction to designated Registration/Switchboard Clerks in the performance of registration, switchboard and other related clerical duties by allocating work assignments, reviewing and checking assigned work for completion, answering staff inquiries and providing orientation to new staff to ensure standardization of procedures.

Attends designated HIM meetings at the request of Coordinator/Regional Manager to receive and exchange information regarding HIM and/or Pemberton Health Centre activities. Communicates pertinent information such as changes to procedures to site staff as requested.

Interviews patients, relatives and/or family to obtain registration information, such as relevant personal and demographic information and responsibility for payment and registers patient in the computerized admission/discharge/transfer system.

Completes and prints registration forms related to the documentation of patients and forwards this information to emergency/treatment areas. Obtains signatures as appropriate. Prepares and applies identity bands to patients.

Accesses HealthNet as required to determine the patient’s healthcare number (PHN) or assigns a new PHN if required. Searches other databases as required.

Receives payments for non-resident and self-pay charges and medical/surgical supplies; issues receipts and explains hospital policy regarding deposits. Completes daily cash reconciliation on a weekly basis, maintains petty cash and change float, and prepares and makes bank deposits.

Receives and records patient valuables for safekeeping. Escorts patients or arranges to have patients taken to emergency/treatment areas.

Performs miscellaneous billing (including provincial and federal claims); follows up on patient account receivables and collections (mails out and follows up on outstanding account balances). Performs patient account corrections exceeding ten (10) days.

Assists with arrangements for patient transfers to other facilities by processing and forwarding required documentation.

Calls in and allocates relief staff to fill temporary staffing requirements by methods such as referring to seniority lists, calling staff and forwarding discrepancies to the Coordinator as required.

Maintains time-keeping records for staff by performing duties such as gathering required information such as hours worked and submitting to appropriate area as required.

Follows established quality assurance procedures by reviewing and editing patient data; produces audit reports as requested.

Retrieves patient records according to established policies and procedures and photocopies information. Files loose forms and reports in chart.

Answers related to the release of patient information for urgent continuity of care by performing duties such as receiving request, retrieving charts, photocopying and releasing in accordance with established procedures.

Processes non continuity of care requests for personal information including certification of documents and represents organization as required.

Provides telephone exchange services by operating a computerized switchboard to receive and transfer calls, utilizing pagers, answering service and the public address system to contact individuals; takes messages for staff and forwards by telephoning directly.

Responds to a variety of emergency signals for such situations as cardiac arrest, bomb threats and disasters by operating locating equipment and following established codes and procedures to notify appropriate individuals and departments.

Performs clerical duties such as typing non-technical material such as correspondence, reports, and labels, sorting and preparing incoming and outgoing mail, photocopying, filing and operating the facsimile machine.

Maintains inventory of supplies by completing order requisitions and submitting to supplier and/or Stores as required.

Performs other related duties as assigned.