Office Assistant- Health Records- Part Time (2)

Sault Area Hospital; Sault Ste. Marie; On-site; CAD 32,000 - 42,000; Part time

Job summary

Sault Area Hospital is seeking an Office Assistant for Health Records to support frontline operations and documentation management. The role involves handling inquiries, directing visitors, and assisting with transcription and records processing in a fast-paced health environment.

Responsibilities include maintaining EMR records, assisting with front desk tasks, and ensuring accurate chart control. Applicants should have a health-care administrative background and proficiency with hospital

Qualifications

• Diploma in Office Administration or related experience, in a health-care setting.
• Medical Terminology knowledge.
• Strong computer literacy in a Microsoft environment.

Responsibilities

• Receive and direct inquiries from clients and the public.
• Direct employees, patients and visitors.
• File and organize provider reports and documents.
• Enter and manage providers in POI system.
• Transcription of orders as required.
• Support Health Records administrative functions as needed.

Skills

Customer service

Teamwork

Communication

Education

Diploma in Office Administration

Medical Terminology

Tools

Meditech

Forward Advantage

InQuiry

Job description

Office Assistant- Health Records- Part Time (2)

• Office Assistant- Health Records- Part Time (2)

Duties:

• Receive and forward telephone or counter inquiries to the appropriate person and provide general information to clients and the public.
• Receive and direct employees, patients and visitors.
• Separate, sort and distribute provider reports.
• Photocopy and collate documents for distribution, mailing and filing.
• Send and receive messages using facsimile machines or electronic mail.
• Maintain Forward Advantage for Health Records
• Enter and manage providers in Physician Office Integration (POI)
• Transcription of orders as required.
• Providing general administrative support to the Health Records team as operational needs evolve
• Filing documentation and charts
• Editing, moving, or cancelling dictated reports at the request of providers in Expanse and DeliverHealth
• Monitoring and updating incomplete records in the EMR and eChart
• Sending weekly Chart Control notifications to the appropriate departments
• Administratively closing charts as directed by the Health Records Committee (HRC), including uploading Administrative Closure Forms to the appropriate patient record at the request of the HRC and Chief of Staff
• Assisting with front desk operations, including customer service and record requests
• Supporting general Health Records administrative functions as required
• Other duties as assigned.

Qualifications:

• Diploma in Office Administration and/or related experience, in a health-care-related environment.
• Medical Terminology

Experience:

• Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook,
• Knowledge of hospital software applications such as Meditech, Forward Advantage, InQuiry,
• Knowledge or familiarity of Health Records Expanse Desktop(s) Incomplete Records; Release of Information; Scanning; Analysis

Ability:

• Ability to work effectively and efficiently as a team member in a fast paced environment
• Customer service, interpersonal and telephone skills.
• Ability to maintain successful working relationships with the interdisciplinary team to achieve positive patient outcomes.
• Ability to organize time effectively to perform the duties of the position.
• Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
• Ability to read, write and communicate to perform the duties of the position.
• Proficiency and accuracy in clerical tasks including data entry, keyboarding, filing systems, documentation etc.
• Proficiency in using telephone systems, data projectors, laptop computers, video and phone conference equipment.
• Ability to accurately transcribe orders.
• Behaviour consistent with Hospital Mission, Values and Standards of Performance.

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time. Only those selected for the test/ interview will be contacted.

Individuals will be selected on the basis of their ability, experience and qualifications as identified in the resume which they have attached to the posting application form. The Hospital reserves the right to conduct a formal interview and/or testing where required.

Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.

Reason for Job Posting: Existing Vacancy

Sault Area Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted.All requests are handled confidentially.

This position is covered by a collective agreement. Applications from outside the bargaining unit are welcome, but can only be considered if the position is not filled from within the bargaining unit.