Patient Service Clerk, Inpatient Surgery

cheo; Ottawa; On-site; CAD 34,000 - 43,000; Full time

Job summary

CHEO in Ottawa is seeking a Patient Service Clerk to support patient registrations, scheduling, and clerical tasks within a busy pediatric health system.

The role involves creating patient profiles in EPIC and Cadence, managing referrals, scheduling, and coordinating with clinical staff to ensure smooth clinic operations. A strong focus on accuracy, patient communication, and documentation is required.

Responsibilities

• Patient Registration: Create new patient profiles in EPIC
• Patient Registration in Cadence (Epic Hyperspace) in accordance to registration standards
• Referral Management: Input electronic referrals in Epic Referral Management and update referrals according to triage
• Scan referrals into Epic with appropriate naming convention
• Schedule new patients from workqueues according to priority and wait times
• Schedule return patients from recall list and follow-up workqueues according to required follow-up date
• Schedule interpreters for families as required
• Schedule clinic orders and manage order workqueues
• Clinic check-ins and greeting patients/parents, verify demographics
• Interpret MOH Eligibility and update in patient record
• Collect self-pay payment and complete Fee For Service form
• Clinic check-outs and schedule follow-up appointments or recalls
• Monitor patient lists and workqueues for quality and changes to waitlist
• Coordinate visit cancellations and rebooking in consultation with clinical staff
• Maintain patient charts, filing, and inventory of stock
• Retrieve labels for specimens

Tools

EPIC

Cadence (Epic Hyperspace)

Epic Referral Management

Job description

Compensation Pay Range

$25.26-$31.04

Job Description

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers - all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.

Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that's provided where, when, and how it is needed. CHEO's Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children's health concerns. CHEO has been named Canada's best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada's Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

POSITION SUMMARY

The Patient Service Clerk schedules patient appointments and registers patients; prepares patient charts; maintains patient lists; verifies billing slips; maintains inventory and performs other clerical tasks.

MAIN RESPONSIBILITIES

• Patient Registration:
• Create new patient profiles in EPIC
• Patient registration in Cadence (Epic Hyperspace) in accordance to registration standards
• Referral Management
• Input electronic referrals in Epic Referral Management and update referrals according to triage
• Scan referrals into Epic with appropriate naming convention
• Patient Scheduling
• Schedule new patients from workqueues according to priority and wait times.
• Schedule return patients from recall list and follow-up workqueues according to required follow-up date
• Schedule interpreters for families as required
• Schedule clinic orders and manage order workqueues
• Clinic check-ins
• Greet patient and parent(s). Verify demographic information in accordance to registration procedures.
• Interpret MOH Eligibility and make updates in patient record accordingly
• Collect self-pay payment and complete Fee For Service form
• Collect fees as required
• Clinic check-outs
• Complete check-outs and schedule follow up appointments or put patients on recall lists/ workqueues
• Monitoring patient lists and workqueues
• Monitor all workqueues and recall lists associated within primary area of work to ensure quality and advise supervisor of outliers and changes to the waitlist
• In consultation with clinical staff , implement visit cancellation and rebooking,
• Patient and family centered care
• Receive incoming telephone calls and respond to patient inquiries. Contact clinic physicians, nurses and allied health team members as appropriate to manage inquiries.
• Communication with clinical team through Inbasket
• Telephone communication and telephone messaging within CHEO established policies/procedures
• Telephone pre-visit screening for infection control
• Utilize Epic to notify clinicians of patient arrival
• Appointment confirmation and follow-up from automated system
• Patient/family direction and public relation
• Direct patients/families to a designated location within the hospital
• Supporting clinic operations
• Request patient files from medical records, as appropriate.
• Ensure that progress notes and sheets are available and stamped with the right date, where required.
• Pick up patient charts in medical records on a daily basis, where required. Ensure that all charts are available and request missing ones.
• Maintain an inventory of stock.
• Maintain filing. Ensure orders with notes are filed. Locate old charts as appropriate.
• Maintenance and ordering of clinic supplies.
• Facilitation of clerical duties related to equipment repairs including filling of special form and taking the equipment to the appropriate location
• Retrieve labels for specimens.

Training and Orientation

Orientation