Clinical Records and Registration Clerk
Temporary Full Time (up to 6 months)

$26.75 - $29.28 Reference#: 22-511A

As an integral member of the department, the Clinical Records and Registration Clerk will represent the service

in a professional manner, liaising with and supporting clinical teams, administration, patients and their families

as well as other health care community partners, in matters related to the patient registration, scheduling and

records maintenance. The Clerk will maintain and promote the confidentiality and security of personal health

information at all times.

Role Responsibilities

Registration, Scheduling and Central Intake:

• Performs reception duties, receives telephone calls and retrieves messages, returns calls and/or transcribes

phone messages to the appropriate physician or clinical staff

• Acts as a front-line contact person and receptionist for patients / customers
• Registers new and returning patients in appropriate electronic systems and answers client’s requests as

required.

• Schedules, maintains and rebooks appointments through electronic scheduling system
• Monitors and ensures referrals are complete when received and forwards to appropriate areas for timely

processing

• Follow up with no show/cancelled patients to rebook.
• Updates scheduling system with clinician vacation block time etc.
• Completes accurately and timely inpatient registrations for patients
• Books and organizes inpatient admissions including, organizing transportation as necessary
• Receives and processes referrals, including pre-registration to specific programs based on various program

policies and demands

• Ensures accurate registration and up-to-date demographic information is captured upon admission
• Communicates with appropriate services and programs to ensure appropriate bed utilization, as required

Clinical Records:

• Initiates, retrieves and files the Personal Health Information (PHI) record for all patient admissions and

registrations for requests from: physicians, clients, families, personal representatives, third parties in

accordance with departmental process & procedures.

• Monitors and tracks all PHI record requests, outgoing and incoming within the patient care system where

applicable

• Establishes and/or maintains the clinical record by filing, photocopying and distributing reports as required
• Ensures that the PHI records are prepared, scanned, indexed according to the quality assurance standards
• Ability to import and extract records within an electronic patient care records system for management of

electronic PHI

• Maintains and promotes the confidentiality and security of personal health information
  

inactive and records meeting their retention period

• Moves the PHI record as required to the appropriate filing space both on and offsite and/or prepares records

and documentation when required for destruction

• Responsible for accurate Chart assembly and chart assembly methodologies

Other:

• Assists with providing training to new staff members
• Familiarity with Personal Health Information Protection Act (PHIPA) and other legislation with regards to

records management & privacy.

• Works in compliance with the Health & Safety Act and its regulations in performing duties in a safe manner

and follows all health and safety policies, procedures and legislation including, wearing the appropriate

Personal Protective Equipment (PPE), as required

• Performs other related duties as assigned

Required Qualifications and Experience:

• 2-year Health Information Management Diploma OR equivalent combination of education and experience in

a health records or registration setting, may be considered

• One year recent related experience in a hospital or medical setting, preferably in a Patient Registration and/or

patient scheduling environment OR formal education placement in a hospital clinical records department.

• Experience working with an electronic patient scheduling system

Certified Health Information Management professional, preferred

Located in Kingston, Providence Care is Southeastern Ontario’s leading provider of aging, mental health and
rehabilitative care. Continuing the legacy of our Founders, the Sisters of Providence of St. Vincent de Paul,

Providence Care provides care and services at Providence Care Hospital, Providence Transitional Care Centre,

Providence Manor Long-Term Care home and community locations across Southeastern Ontario.

Providence Care is Fully-affiliated with Queen’s University and St. Lawrence College; Providence Care is a centre
for health care, education and research, and a member of the Council of Academic Hospitals of Ontario.

To apply for this position please email your Covering Letter and Resume quoting reference number in subject

line to work@providencecare.ca

To learn more about Providence Care and other opportunities please visit:

https://www.providencecare.ca/careers-volunteering/

We are committed to inclusive and accessible employment practices – Please notify the above if you require an accommodation to fully
participate in the hiring process or require recruitment documents in French.