Secretary and Computer Systems Support

REQ: 
PHC21-131351
Work Area: 
Occupational Therapy
Base Site: 
St Paul's Hospital
City: 
Vancouver
Status: 
Casual
FTE: 
0.00
Wage: 
$26.65-26.65
Job Category: 
Administrative/Clerical
Category: 
Acute Care Hospital
Hours: 
0800-1600

Summary

Reporting to the Professional Practice Leader provides secretarial, systems and administrative support to designated department across all sites by screening incoming materials and calls, prioritizing items for the attention of the Professional Practice Leader(s) and discipline staff, responding to enquiries, and assists in coordinating workflow of staff. Admits patients utilizing the computerized Admission, Discharge, & Transfer system (ADT), and schedules out-patient appointments. Maintains workload measurement and patient care information systems by monitoring data quality, adding or removing users, loading system software onto computer workstations, responding to user enquiries, identifying and resolving routine system problems and updating user manual as per vendor instructions. Works collaboratively with Information Management/Information Systems (IMIS) personnel and vendors in order to identify and resolve system issues. Provides or arranges system orientation and access for new users. Types materials and generates statistical reports utilizing word processing, spreadsheet and graphic software packages. Maintains departmental web site, updating content as required. Attends meetings, prepare agendas, takes and circulates minutes. Performs clerical duties such as reception, processing mail, photocopying, and faxing.

Skills

Ability to type at 50 wpm.

Education

Grade 12, graduation from a recognized secretarial program, supplemented by recognized courses related to computer operating systems, plus two years’ recent related experience or an equivalent combination of education, training and experience.

Duties

Screens and prioritizes incoming materials and calls into the department for the attention of the Professional Practice Leader and discipline staff.

Responds to enquiries from staff, hospital, health department and community agencies by referring to staff within or outside the department and providing information regarding the department’s procedures and services offered, drafting correspondence or referring elsewhere.
 
Admits patients to the designated therapy area by completing required documentation and forms and entering information into the computerized ADT system.

Schedules and books out-patient appointments, adjusts arrangements in accordance with patient and facility requirements and contacts areas such as Doctor’s office and patients to confirm appointments.

Makes follow-up appointments as required, cancels and/or adjusts patient appointments, maintains wait lists and compiles out-patient statistics.

Provides or arranges orientation and support on a variety of computerized systems used to gather data, such as workload measurement and patient care information to department users by adding or removing users, loading system software onto computer workstations, responding to user enquiries, identifying and resolving routine system problems as per established procedures and/or by liaising with vendor and IMIS personnel.

Updates user manual as directed by vendor and communicates system changes to users.

Ensures new users have appropriate computer access by completing paperwork and following up with IMIS as required.

Maintains and monitors data in database systems such as workload measurement systems.