Booking And Administrative Clerk

Description:

• Answer client calls, collect information, respond to general inquiries by providing current basic information about gender-affirming services and care provides, referring to established resources, releasing client information in accordance with policies and procedures, and forward complex inquiries to Health Navigator as necessary.
• Receive and process requests for appointments using information provided from referring doctors’ offices and/or patient charts as necessary. Book, pre-register and confirm patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Ensure accuracy of all information.
• Schedule and book appointments and follow-up appointments, adjust arrangements in accordance with established policies and procedures. Book appointments with other departments and external and internal health care professionals as needed. Ensure clinic bookings are maintained at full capacity to accommodate a high patient caseload.
• Pull patient’s charts prior to visit and calls referring physician’s/health care professional's offices, diagnostics services, community agencies and/or clients/parents for missing information, requesting appropriate items be forwarded.
• Set up and maintains designated computerized and hard copy filing systems for a variety of administrative functions and patient information such as patient charts, test results and reports, consultation notes, family meeting minutes and correspondences. Collect, collate, maintain and access patient information such as patient visits, re-bookings and cancellations and other related information as requested.
• Arrange meetings by booking meeting rooms/catering and preparing agendas and other necessary information; attend meetings as directed. Take minutes or notes at meetings and transcribe as required by summarizing discussions and writing and/or typing for review by appropriate personnel. Record pertinent scheduling decisions and implements as directed. Distribute minutes or notes of meetings as appropriate.
• Organize venues and materials for educational and other sessions; liaise with service providers; books rooms/catering. Organize and confirm travel arrangements for staff and stakeholders. Compile session evaluation results.
• Type a variety of technical and non-technical material such as educational resources and practice documents for publication, grant proposals/applications, patient appointment letters for distribution to patient’s families, appointment lists and clinic schedules for medical staff/professionals, consultation letters, patient histories, medical reports, correspondence and memorandums from handwritten draft. Access and print requested data from the computer system.
• Complete and enter expense claim forms for Trans Care BC staff and contractors and surgery-related billing and reimbursements when requested and sends to appropriate department for approval and processing. Receive incoming mail by opening and date stamping mail, and distributing items for attention of appropriate health care professionals; prepare outgoing mail for pick-up and arranges for courier service as needed.
• Arrange for repairs and/or service of office equipment and furniture, as directed, complete necessary documentation for signature, forwards equipment and documentation to designated areas for attention. Follow up regarding status of repairs as necessary. Place purchase orders of office/medical supplies for program/clinic.
• Perform other related duties as required.