Unit Clerk II - Pre-Admit (GEN)

Scarborough Health Network; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A healthcare organization in Ontario seeks a Unit Clerk II to support the effective operation of patient services. Responsibilities include managing calls, greeting patients, and organizing supply inventory. The ideal candidate will have a medical terminology certificate, strong communication and organizational skills, and the ability to manage multiple tasks under pressure. This full-time position is temporary for 11 months, offering competitive hourly pay.

Qualifications

• Medical terminology certificate required or to be completed within 3 months of hire.
• Demonstrated knowledge of medical terminology.
• Strong keyboarding/computer skills: minimum 35 wpm with 80% accuracy.

Responsibilities

• Receives incoming patient and clinician calls courteously.
• Greet patients and families and answer questions.
• Monitor inventory and complete proactive requisitioning of supplies.

Skills

Strong keyboarding/computer skills

Excellent organizational skills

Customer service skills

Interpersonal skills

Problem-solving abilities

Education

Medical terminology certificate

Graduate of a Medical Office Administration Program

Tools

Clinical Information Systems

MS Word

Electronic Medical Records

EPIC

SAP

Job description

Overview

Job Number: JR103982

Job Title: Unit Clerk II - Pre-Admit (GEN)

Job Category: Clerical

Hospital Location: General Site

Job Type: Temporary (Fixed Term), Full time

Contract Duration: 11 months

Number of Positions: 1

Union: CUPE

Minimum - Maximum Hourly Rate: $27.726 - $30.077

Hours: Days

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. SHN is home to North America’s largest nephrology program and the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. SHN is a community-affiliated teaching site for the University of Toronto and partners with several universities and colleges. SHN has received the Excellence in Diversity and Inclusion Award from the Canadian College of Health Leaders and was named Canada’s Most Admired Corporate Cultures for 2023.

Position Overview

The Unit Clerk is a valuable member of the team and has a significant impact on the effective operation of patient services on inpatient units and outpatient clinics at Scarborough Health Network.

Responsibilities

• Receives incoming patient and clinician calls in a courteous and efficient manner; pre-screens and re-directs or triages calls to appropriate staff/departments/patients and accepts or relays messages as required.
• Greet patients and families and answer questions (e.g., food services, parking prices).
• Replenish and restock Personal Protective Equipment (PPE).
• Monitor inventory and complete proactive requisitioning of supplies (SAP/Grand & Toy), linen and equipment.
• Organize and alert team to patient transport arrival and departure times (e.g., Diagnostic Imaging appointments for inpatients).
• Update Estimated Date of Discharge (EDD) on Epic Unit Manager.
• Complete and submit biweekly payroll function (entry, adjustments and audit).
• Facilitate staffing and scheduling needs for the department under the Clinical Manager (e.g., produce schedules in EZ Schedule or Excel; make staffing requests).
• Fax documents such as prescriptions, discharge summaries and referrals.
• Verify patient demographics and insurance information (e.g., OHIP, preferred accommodation).
• Maintain clipboard patient charts (e.g., consent forms, discharge instructions, prescriptions).
• Arrange for virtual rounds, multi-departmental meetings and interpreters.
• Create downtime packages for EPIC system updates.
• Ensure Business Continuity Access (BCA) bins are stocked (EPIC downtime forms).
• Re-scan and index documentation into the EMR within defined turn-around time.
• Support on-unit auditing (e.g., hand hygiene audits, patient/family satisfaction surveys).
• Track and record data to meet extramural/internal reporting obligations and funding agreements.
• Assist care teams in improving patient safety (e.g., reducing avoidable falls and high-pressure injuries).
• Proactively keep staff informed of patient needs (rounding and responding to call bells).
• Provide patient support at the direction of interprofessional staff (e.g., transportation).
• Assist during emergency codes by calling codes and notifying staff per the Hospital’s Emergency Measures Manual.
• Support wayfinding to help visitors and patients navigate the hospital.
• MyChart Champions: assist with downloading the app and setting up accounts.
• Offer unit- and institution-specific knowledge to patients and families on day one of admission to welcome and orient them.
• Support discharge planning (e.g., book family meetings, arrange transportation for external transfers, communicate with family/caregiver/home care, print discharge documents).
• Manage locked unit access for patients, families and visitors; coordinate with Environmental Services to clean rooms at discharge.
• Provide communication support to expedite inter-unit and inter-site transfers (Bed Allocation, Sending/Receiving Units, MRP coordination).
• Utilize screening tools to assess eligibility for entrance, including symptom screening, as needed.
• Use In-Basket to notify MRP, MRN, IP staff as appropriate.
• Clerical screening of incoming referrals; triage based on urgency.
• Overhead intercom used to locate nurses or other staff as needed.

Other

• Training and orientation of new staff.
• Cross-coverage and ability to handle emergency situations calmly and efficiently.
• Assist in accreditation and other corporate initiatives as required.
• Other duties as assigned.

Requirements

• Medical terminology certificate required or to be completed within 3 months of hire.
• Graduate of a Medical Office Administration Program or equivalent combination of education and/or experience.
• Demonstrated knowledge of medical terminology within 3 months of hire.
• Strong keyboarding/computer skills: minimum 35 wpm with 80% accuracy (skill testing will be administered).
• Experience with Clinical Information Systems, MS Word, Medical Terminology (skill testing will be administered).
• Strong customer service skills (skill testing will be administered).
• Excellent organizational, time management and prioritization skills; ability to multi-task and work under pressure.
• Excellent interpersonal, communication and documentation skills; ability to work with patients, families, staff and community.
• Demonstrated initiative, teamwork and problem-solving abilities; commitment to SHN’s Code of Conduct and safety programs.
• Maintains own competency and pursues ongoing education; willing to seek help when needed.
• Demonstrates SHN values and commitment to a healthy, positive work environment; adheres to Health & Safety policy and legislation.
• Strong work ethic, reliability and high standards of work outputs; punctuality.
• Demonstrated professionalism and reliability.

Asset

• Minimum of one year of registration experience in a hospital setting.
• Experience using Electronic Medical Records.
• Experience using EPIC and/or SAP.
• Ability to speak a second language.

Accommodation and Diversity Statement

SHN embraces our community’s multicultural heritage and is an equal opportunity employer dedicated to inclusiveness and diversity. We provide barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If accommodation is required during any stage of the recruitment process, please indicate this when contacted.

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