Clerk Switchboard Health Records or Registration - Sechelt Hospital

Work Area: 
Records Management
Job Category: 
Health Information Management
Acute Care Hospital
06:45-14:45, 07:30-15:30, 08:00-16:00

Health Information Management (HIM) provides services for Fraser Health (FH), Providence Health Care (PHC), the Provincial Health Services Authority (PHSA) and Vancouver Coastal Health (VCH). HIM is a leader in the collection, storage, and use of patient information within British Columbia. Providence Health Care is the lead organization for HIM, and employs over 1,350 HIM staff across Metro Vancouver, the Fraser Valley, the Sea-to-Sky Corridor, the Sunshine Coast and the Regional Cancer Centres (Victoria, Kelowna, Prince George, Abbotsford, Surrey, Vancouver).


Reporting to the Coordinator and/or designate, performs a variety of record processing, switchboard and registration functions. Performs records processing duties such as assembly, retrieval and delivery of records; filing, identifying, verifying, and correcting patient information. . Performs clerical duties related to the release of patient information for continuity of care. Operates the computerized telephone exchange, locates personnel through the use of pagers, answering services and the public address systems, and responds to emergencies. Registers patients utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System including checking for discharges and/or previous admissions. Processes preadmissions, admissions, and discharges. Performs other related clerical functions as required.


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


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


Performs record processing functions related to patient records by assembling, identifying, verifying and correcting patient information utilizing the computerized Admission, Discharge Transfer and/or Electronic Health Record System, checking for discharges and/or previous admissions, processing patient folders and documents, merging duplicate files, making up folders and printing chart labels, and filing as required.

Retrieves patient records according to established policies and procedures, and maintains and updates records utilizing computerized record location systems. Refers unusual requests to the Coordinator and/or designate.

Follows up regarding problems with documentation such as questionable encounters, duplicate registrations and merges. Takes the appropriate steps to correct or resolve problems as required. Initiates edits and merges duplicate numbers as required.

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

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. Provides patient location information in accordance with department standards and directions for patients and visitors.

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.

Types non-technical material such as correspondence and labels, sorting and preparing incoming and outgoing mail, photocopying, filing and operating the facsimile machine.

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. Processes preadmissions. As required, accesses HealthNet as required to determine the patient’s healthcare number (PHN) or assigns a new PHN if required. Searches other databases as required.

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

Maintains inventory of supplies by completing order requisitions and submitting to supplier and/or Stores as required. Distributes keys as applicable according to established procedures.

Assists with the transition of new employees and students to the work of the area by demonstrating procedures and answering related questions.

Performs other related duties as assigned.