Clerk, Transcription Services

Work Area: 
Transcription Admin PHC
Base Site: 
1125 Howe
Temporary Full Time
End Date: 
Sep 23, 2022 or return of incumbent
Job Category: 
Health Information Management
Acute Care Hospital


Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff. 

Reporting to the Regional Service Manager or designate, the Clerk, Transcription Services performs a variety of clerical duties and provider database maintenance in accordance to established guidelines and procedures. Clerical duties include responding to physician/clinic inquiries regarding the status of transcribed reports, following up with physicians/clinics to clarify status of reports and or resolve routine report transmission issues. Refers customer issues to appropriate transcription team member as required. Enters information into provider databases and verifies accuracy. Prints/photocopies various reports for distribution and/or faxes to designated areas as required, types a variety of material according to established procedures or as directed.


  • Ability to keyboard at 50 w.p.m.
  • 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 organize work.
  • Ability to operate related equipment.


Grade 12, one year’s recent related experience or an equivalent combination of education, training and experience.


Determines status of transcribed report from physicians and clinics as per indicator on report in clinical or transcription information system eg. Complete, incomplete or on hold in transcription platform. Prioritizes report based on status urgency eg. STAT Report. Uploads completed reports into the clinical information system.

Notifies physician by email if transcribed report has been delivered successfully, sends email to quality assurance analyst to process if report is on hold, sends email to M*Modal to transcribe if report is incomplete as per set guidelines.

Serves as the first point of contact for all inquiries from physicians and clinics by
organizing and prioritizing inquiries to meet established deadlines. Provides basic information and guidance to inquiries from customers such as how to get a dictation access code, dictation access code not working, forgotten dictation access code, central dictation numbers and changing or assisting with system password for users.

Reviews and assigns inquiries to either the quality assurance analyst or the system application team for resolution to meet established deadlines as per set guidelines. Assigns a ticket number per request.

Prepares documents as requested from draft or written instruction utilizing word processing and spreadsheet applications, Microsoft Office documents and clinical databases. 

Receives, enters and processes approved provider information into database. Follows established quality assurance procedures by reviewing, editing and verifying accuracy of data including calling physicians to validate information. Sends spreadsheets to IMITS, Excelleris or to database team.

Confirms information with out of province providers and institutional entities. Updates the Ministry of Health Provider Location Registry database and maintains PHC Consolidator database for non-providers (Allied Health).

Validates information such as physician addresses and fax numbers against the College of Physician database and/or the provider registry to ensure eligibility for report distribution. Adds or updates the information in the provider database.

Contributes to operational manual by providing feedback, making updates as directed and participating in regular team meetings.   

Distributes a variety of materials such as transcribed reports by methods such as printing reports from the computer, and photocopying, collating and forwarding copies by fax to appropriate personnel.  Generates address labels for outgoing mail such as doctor’s envelopes as applicable for designated area.

Maintains stationery levels and supplies for the area according to pre-determined reorder levels by completing requisition orders for authorization/signature and forwarding as appropriate.

Performs reception duties by fielding and transferring telephone calls and taking messages as required.

Demonstrates own work procedures to co-workers.

Performs other related duties as assigned.