Ward Clerk II (RFT 1.0 FTE

Position Information

Posting Number: ROM
26-204E

Title: Ward Clerk II (RFT 1.0 FTE)

Position Status: Regular Full-time

FTE: 1.0

Job Schedule: Days

Unit: Schizophrenia Inpatient

Department: Integrated Schizophrenia Recovery Program

Union: CUPE Local 942

Site: Royal Ottawa Mental Health Centre

Number of Vacancies: 1

As one of Canada’s foremost mental health care and academic health science centres,The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

The Ward Clerk position reports to the Manager of Patient Care Services and provides comprehensive clerical support to the in-patient unit in the Clinical Program.

• Greets visitors, provides information and direction, answers phone.
• Communicates all discharges, transfers, bed changes and ALC to the designated person.
• Locates, and retrieves clinical records as needed, ensuring that clinical record is available to the Nursing Units prior to admission.
• Assembles charts in preparation for admission.
• Photocopies and files all legal orders and Mental Health Act forms.
• Disassembles and collates charts on discharge and sends current and previous to clinical records.
• Prepares requisitions for diagnostic tests, consultations and lab work; tracks and maintains accurate records of all requests/consults.
• Schedules for all internal and external diagnostic tests and consultations and communications to staff that results have been received.
• Responsible for maintaining test results in computerized database.
• Processes Mental Health Act forms completed by the physician as directed.
• Delivers lab specimens to the Venipuncture Lab.
• Arranges for secure escort and transportation for internal and external appointments as needed (Specific to Forensic).
• Maintains Patient Census using spreadsheet software.

• Provides clerical support to the Manager and the Inpatients unit i.e., making phone calls, drafting and typing letters, assisting staff with the creation of educational material for patients and other staff, receiving and sending mail, creating forms.
• Provides clerical support to the Program by taking, transcribing, typing and circulating minutes of Program related meetings.
• Orders and maintains adequate inventory of supplies.
• Maintains inventory of taxi chits and bus tickets for the Inpatient Units.
• Picks-up and delivers pay stubs to the Inpatient Unit staff.
• Arranges office moves within the Program if requested.
• Orders and maintains adequate inventory of supplies.
• Keeps up to date all manuals, telephone lists, fan-outs, etc.
• Books rooms for meetings as requested.
• Ensures that all confidential material is shredded.
• Works in a manner that complies with staff and client safety practices, policies and procedures of The Royal.
• Ensure a work environment that is conducive to The Royal’s Anti-Racism, Harassment & Discrimination Free policy.

• Minimum of High School diploma required. Training in business, office procedures or related experience.
• Minimum typing speed of 35 words per minute.
• Demonstrates initiative and organizational skills.
• Demonstrates strong communication and interpersonal skill.
• Demonstrated ability to interact with the interdisciplinary team in a collaborative manner.
• Demonstrated ability to interact in a professional and caring manner with diverse client population.
• Demonstrated ability to work with computer software applications relevant to support clerical needs of the Programs, including, but not limited to Microsoft Word, Excel, PowerPoint, Outlook, Meditech, and Internet Explorer.
• Experience in health care environment preferred.
• Demonstrated ability to operate photocopiers, fax machines, and Phone System.
• Acquire and maintain familiarity with the Mental Health Form application process.
• Acquire and maintain knowledge of hospital site plan and organization.
• Acquire and maintain knowledge of…