Unit Clerk - SHN Clerical (Talent Pool, 2026)

Scarborough Health Network; Toronto; On-site; CAD 38,098 - 39,812; Full time

Job summary

Scarborough Health Network in Toronto is hiring a Unit Clerk for their clerical talent pool. The role involves managing patient communications and supporting clinical staff across various departments, ensuring a smooth operational flow.

The ideal candidate will have a background in Medical Administrative roles and proven customer service experience. This full-time position offers flexible scheduling with a minimum hourly rate of $27.656 to $28.90.

Qualifications

• Medical terminology certificate required or completion within 3 months.
• Graduate of Medical Office Administration Program or equivalent education.
• Strong organizational and time-management skills.

Responsibilities

• Receives patient and clinician calls and directs appropriately.
• Greets patients and families, answering questions.
• Maintains patient charts and verifies demographics.
• Facilitates staffing and scheduling needs.

Skills

Medical terminology knowledge

Customer service skills

Organizational skills

Multi-tasking abilities

Communication skills

Education

Medical Office Administration Program

Medical terminology certificate

Tools

EPIC

SAP

Clinical Information Systems

MS Word

Job description

Job Number: JR100795 | Job Title: Unit Clerk - SHN Clerical (Talent Pool, 2026) | Union: CUPE | Minimum - Maximum Hourly Rate: $27.656 - $28.9 | Hours: Days, Afternoons, Evenings, Nights, Weekends, Holidays

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities.

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, or patients and accepts or relays messages where required.
• Acts as the “friendly face” in greeting patients and families and answering any questions that they may have (e.g., food services, parking prices).
• Replenishes and restocks Personal Protective Equipment (PPE).
• Monitors inventory and completes proactive requisitioning of supplies (SAP/Grand &Toy), linen and equipment.
• Organizes and alerts team of patient transport arrival and departure times (e.g., Diagnostic Imaging appointments while patient is on inpatients).
• Updates Estimated Date of Discharge (EDD) on Epic Unit Manager.
• Completes and submits biweekly payroll function (entry, adjustments and audit).
• Facilitates staffing and scheduling needs for the department at the direction of the Clinical Manager (e.g., produces schedules in EZ Schedule or MS Excel, makes staffing request calls).
• Faxes various documents, such as prescriptions, discharge summaries and referrals.
• Verifies patient demographics, contact information, OHIP or other healthcare insurance (e.g., preferred accommodation).
• Maintains clipboard patient charts (e.g., consent forms, prints discharge instructions and prescriptions).
• Arranges for virtual rounds, multi‑departmental meetings and interpreters.
• Creates downtime packages for when EPIC undergoes a system update.
• Ensures that Business Continuity Access (BCA) bins are stocked (EPIC downtime forms).
• Rescans and indexes documentation into the electronic medical record (EMR) within the defined turn‑around time.
• Supports on‑unit auditing (e.g., hand hygiene audits, patient/family satisfaction surveys).
• Tracks and records data to meet extramural/internal reporting obligations and satisfy funding agreements.
• Assists care teams in improving patient safety such as reducing avoidable falls and high‑pressure injuries.
• Proactively keeps staff informed of patient needs (rounding/responding to call bells, etc.).
• Provides patient support at the direction of interprofessional staff (e.g., transportation).
• Assists during emergency codes by calling codes (blue, white, yellow, etc.) by making notification phone calls, paging staff members, call backs and other tasks as defined in the Hospital’s Emergency Measures Manual.
• Supports wayfinding to allow visitors and patients to navigate the hospital.
• Assists as a MyChart Champion (e.g., downloading the app, setting up accounts).
• Offers customized program, unit, and institutional knowledge to patients and families on day‑one of admission.
• Supports care teams in discharge planning (e.g., booking family meetings, arranging transportation, external transfers, family/caregiver/home‑care communication, printing discharge documentation).
• Manages locked unit patient, family, and visitor access (buzz people in and out as needed).
• Contacts Environmental Services to arrange for rooms to be cleaned immediately upon discharge.
• Provides communication support to expedite inter‑unit and inter‑site patient transfers.
• Utilizes screening tools provided to assess eligibility for entrance (e.g., signs and symptoms screening).
• Uses the In‑Basket to notify MRP, MRN, IP staff as appropriate.
• Clerical screening of incoming referrals to ensure completeness and triage based on urgency.
• Uses overhead intercom to locate nurses when patients call out, or medical teams / other services are looking for them.
• Trains and orients new staff.
• Provides cross‑coverage.
• Handles emergency situations in a calm, efficient and prompt manner.
• Assists in special corporate initiatives such as accreditation as required.
• Other duties as assigned.

Requirements

• Medical terminology certificate required or completion within 3 months of hire.
• Graduate of a Medical Office Administration Program or equivalent post‑secondary education and/or relevant experience.
• Demonstrated strong knowledge of medical terminology within 3 months of hire.
• Well‑developed keyboarding/computer skills with a minimum keyboarding speed of 35 words per minute at 80% accuracy (skill testing will be administered).
• Demonstrated experience in Clinical Information Systems, MS Word, and Medical Terminology (skill testing will be administered).
• Strong customer service skills (skill testing will be administered).
• Demonstrated strong organizational, time‑management and prioritization skills with the ability to multi‑task, adjust priorities, coordinate tasks and team members, show strong self‑initiative and work well in stressful situations.
• Excellent interpersonal, communication, and documentation skills with the ability to work well with patients, families, all levels of staff and the community.
• Demonstrated initiative, stewardship and teamwork skills.
• Demonstrated excellence in problem solving and critical thinking skills.
• Demonstrated excellence in verbal and written English communication.
• Maintains own competency and continually seeks ongoing education.
• Seeks help and accepts guidance when a gap in competency is identified.
• Demonstrates values consistent with SHN’s Code of Conduct and is committed to fostering a healthy and positive work environment in accordance with Health & Safety policy and legislation.
• Demonstrates an understanding of and commitment to SHN's comprehensive safety programs and practices including staff safety, patient safety, and environmental safety and participates in regular in‑service education in this area.
• Strong work ethic and commitment is required.
• Demonstrated high standards of work outputs.
• Highly punctual.
• Demonstrated professionalism and reliability.

Asset

• A minimum of one‑year 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

Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values. We are committed to providing barrier‑free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.