Transcription Services Clerk

Providence Healthcare Pty Ltd.; Vancouver; On-site; CAD 33,000 - 47,000; Full time

Job summary

Providence Health Care in Vancouver is seeking a Transcription Services Clerk to support physician and clinic communications and ensure accurate transcription data. Reporting to the Regional Service Manager, you will perform clerical duties, monitor report status, and act as the first contact for inquiries.

The role is temporary full-time through July 2, 2027. The ideal candidate has Grade 12 and related experience, knowledge of medical terminology, and strong keyboarding, written and verbal

Qualifications

• Grade 12 and 2 years related experience or equivalent.
• Knowledge of medical terminology.
• Typing speed of 50 wpm.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out duties.
• Ability to organize work and operate related equipment.

Responsibilities

• Responds to physician/clinic inquiries regarding the status of transcribed reports.
• Follows up with physicians/clinics to clarify report status or resolve routine transmission issues.
• Monitors and corrects provider/institutional data using PLR and related systems.
• Acts as the primary contact on system-related issues and guides users accordingly.
• Provides updates to Excelleris with provider/institutional data for accurate report distribution.
• Verifies data from provider location registry and clinical information reports for accuracy and compliance.
• Prints and distributes reports as required.

Skills

Medical terminology

Typing 50 wpm

Verbal & written communication

Interpersonal skills

Physical ability

Organization

Equipment operation

Education

Grade 12 + 2 years related experience

Job description

Salary

The salary range for this position is CAD $28.74/Hr. - CAD $28.74/Hr.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Summary

Reporting to the Regional Service Manager or designate, the Transcription Services Clerk performs a variety of clerical duties including:

• responding to physician/clinic inquiries regarding the status of transcribed reports
• following up with physicians/clinics to clarify status of reports and or resolve routine report transmission issues
• Refers customer issues to appropriate transcription team member as required
• monitors, checks, verifies and corrects provider and institutional data using the Ministry of Health Provider Location Registry (PLR) web application and the Provider Location Registry Consolidator middleware data storage system
• acts as the primary contact on issues related to the systems by responding to user inquiries; identifies and resolves issues/problems related to the capture of provider/institutional entity data including applying understanding of the flow of data within integrated clinical information systems, and its impact on internal/external applications
• provides updates to Excelleris with provider/institutional entity data for the purposes of accurate report distribution and escalates problems to designate(s) as required
• verifies data from provider location registry and clinical information reports utilizing database software applications, collects, checks, updates/edits data, and corrects errors to maintain data integrity and to ensure compliance with Ministry of Health and LM Health Information Management policies, procedures and standards
• prints/photocopies various reports for distribution and/or faxes to designated areas as required, types a variety of material according to established procedures or as directed

This role is Temporary Full Time until July 2, 2027

What You Bring

Education:Grade 12, two years' recent related experience or an equivalent combination of education, training and experience.Skills and Abilities:Knowledge of medical terminology. Ability to keyboard at 50 w.p.m. Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to organize work. Ability to operate related equipment.

What We Offer

A competitive salary: The salary range for this position is $28.74 per hour, depending on experience.

Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.

State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.

Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.

Your day to day:

Determines status of transcribed report from physicians and clinics as per indicator on report in clinical or transcription information system (e.g., Complete, incomplete or on hold) in transcription platform. Prioritizes report based on status urgency (e.g., STAT Report). Uploads completed reports into the clinical information system. Notifies physician by email/phone if transcribed report has been delivered successfully, sends email to quality assurance analyst to process if report is on hold, sends email to M*Modal to transcribe if report is incomplete as per set guidelines. Serves as the first point of contact for all inquiries from physicians and clinics by organizing and prioritizing inquiries to meet established deadlines. Provides basic information and guidance to inquiries from customers such as how to get a dictation access code, dictation access code not working, forgotten dictation access code, central dictation numbers and changing or assisting with system password for users. Reviews and assigns inquiries to either the quality assurance analyst or the system application team for resolution to meet established deadlines as per set guidelines. Assigns a ticket number per request. Receives, enters and processes approved provider information into database. Follows established quality assurance procedures by reviewing, editing and verifying accuracy of data including calling physicians to validate information. Sends spreadsheets to IMITS, Excelleris or to database team. Accesses PLR as required to determine allied health or institutional entity IPC code or assigns a new IPC if required. Searches other databases as required. Verifies data from various sources utilizing the integrated Lower Mainland Provider database system by performing duties such as collecting, checking, updating and editing data to ensure accurate and timely provider/institutional entity information in the Provider Location Registry and connected downstream database(s). Prints reports, locates, identifies and corrects errors, and follows-up with the Leader and/or Supervisor on discrepancies as required. Validates information such as physician addresses and fax numbers against the College of Physician database and/or the provider registry to ensure eligibility for report distribution. Adds or updates the information in the provider database. Contributes to operational manual by providing feedback, making updates as directed and participating in regular team meetings. Distributes a variety of materials such as transcribed reports by methods such as printing reports from the computer, and photocopying, collating and forwarding copies by fax to appropriate personnel. Generates address labels for outgoing mail such as doctor's envelopes as applicable for designated area.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.