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Shared Health-Soins Communs

Clerk III - Health Information

Swan River, MB, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 28, 2026
Posting language: English
Posted: Oct 29, 2026

Original job description

Requisition ID: 413833

Position Number: 1SWHptregCL3-01

City: Swan River

Employer: Prairie Mountain Health

Site: Prairie Mountain Health - Swan Valley Health Facilities (including Swan Valley Health Centre, Swan Valley Lodge, Swan River Va

Department / Unit: Health Information Services (HIS)

Job Stream: Non-Clinical

Union : MGEU

FTE: 0.50

Anticipated Shift: Days; Evenings

Daily Hours Worked: 7.75

Salary: As per collective agreement

Position Summary:

Reporting to the Manager, Health Information Services, the Clerk III Health Information is responsible for the accurate and timely registration and associated processing on the admission/ discharge/ transfer (ADT) system while adhering to provincial and regional Registration Guidelines and practices, supports communication within and outside of the facility and performs record processing and management functions, including secure storage. The Clerk III Health Information provides effective clerical functions.

Qualifications:

Grade 12 education (MB Standards) or equivalent
Completion of Medical Office Administration diploma, Health Unit Clerk certificate, Administrative Assistant program.
Completion of a recognized Medical Terminology course or program
Other combinations of suitable education and experience may be considered
Recent experience in a patient reception/care area, specifically in registration of patients within an ADT system
Demonstrated knowledge of electronic health records (EHR) applications applicable to a hospital setting including ADT, clinical information systems, and electronic document management specific to scanning, retrieval, and indexing of health information
Demonstrated understanding of privacy legislation including the Personal Health Information Act and the Mental Health Act, and regional policy and procedures related to confidentiality, use, and disclosure of personal health information
Demonstrated knowledge and experience with health records management principles and processes
Demonstrated Keyboarding skills, with minimum 50 wpm and exceptional accuracy
Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
Province of Manitoba Class 5 Drivers License, and access to a personal vehicle to provide service within Prairie Mountain Health
Demonstrated organizational skills, and the ability to work independently
Demonstrated problem solving and decision-making skills
Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
Demonstrated knowledge and competence of skills and concepts related to the position
Demonstrated communication skills
Ability to respect and promote confidentiality
Ability to perform the duties of the position on a regular basis
Ability to respect and promote a culturally diverse population
Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

Overview:

Registration and associated processing on the admission/ discharge/ transfer (ADT) system, including registrations, admissions, transfers, and discharges, adhering to provincial and regional registration guidelines and practices.
Collect complete and accurate demographic and financial data including provincial health coverage and/or related 3rd party insurance.
Complete all necessary registration forms, as required (e.g. patient labels/identification bands, financial forms, consent forms, provincial forms, releases, etc.)
All clerical duties that are designed to support and maintain the day-to-day function of the assigned unit.
Retrieve clinical health information, as required (e.g. Allergy & Alert record).
Release information in accordance with the Personal Health Information Act and the Mental Health Act and regional policy.
Accurately complete and process Birth Registrations in accordance with the Vital Statistics Act.
Follow downtime procedures for registration of patients / maintenance of ADT Downtime system.
Reconciliation of ADT reports (e.g. midnight census) for admissions/discharges/transfers as well as copying and distribution following outlined procedures.
Coordinate completion and processing of Death Registrations in accordance with the Vital Statistics Act.
Maintenance of Morgue tracking and documentation, as required.
Inform funeral homes of release and completion of certificate of death, as required.
Coordinate funeral home and transport agency access to Morgue, as required.
Retrieve, document & lock up patient valuables, as required.
Coordinate and process appropriate bed placement within ADT with facility bed management personnel (i.e. Utilization Coordinators, Care Team Managers/Supervisors or facility designates), as required.
Direct clients to appropriate clinical or treatment areas.
Locate and retrieve records required for provision of care.
Retrieve and return records as required.
Review health records for accuracy and completion, in a timely manner, in accordance with minimum documentation requirements.
Organize patient transfer documentation; may include booking of ambulance and assembling relevant paperwork
Confirm and ensure regional chart sequence.
Adhere to regional record processing practices to prepare and scan patient/clinical reports.
Adhere to regional record management practices and policy for record security, storage and control and for retention and destruction of personal health information.
Investigate and reconcile double health record numbers and overlays.
Reconcile system information and prepare reports on a monthly basis or as required (e.g. month-end financial reports, third party billing reports, Area or Provincial Standards reports, etc).
Liaise with Nursing Office regarding unit staffing requirements
Assist with processing orders (facility specific) and ensure that results are received and organized
Operate switchboard and general telephones to relay incoming calls.
Page physicians and staff using paging equipment as well as overhead paging.
Assist staff and the general public in a kind and helpful manner.
Attend to various alarms at the Switchboard and notify the responsible department, (e.g. Blood Bank, Pharmacy, all CODES).
Quick, appropriate and immediate response to the “Emergency” phone, if applicable, following established protocols.
Respond to the buzzers for the various doors throughout the facility, if applicable.
Maintain control of the keys for the facility, as required.
Respond to patient inquiries via telephone.
Ensure faxes and emails are sent and received in a timely manner, complying with PHIA policies and guidelines
Ensure there are sufficient supplies available on the assigned unit.
Comply with Provincial Productivity Standards re: job performance.
Other duties as assigned.

Applicants already employed with Prairie Mountain Health may be considered for this position before other applicants. Please continue to apply for positions that are of interest to you.

This position is subject to a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and a Child Abuse Registry Check. The successful candidate will be responsible for any services charges incurred.

If you are currently employed by PMH, please utilize the internal application form. If you are not employed by PMH, please utilize the external application form.

If you are an external applicant, please include three work related references with this application. They must be from persons who are not related to you, and who have direct knowledge of your past work performance.

Upon being considered for employment, your signature or electronic submission of this application form is your authorization to complete said reference checks.

PMH has an Indigenous Human Resource Initiative and is committed to increasing the representation of Indigenous people within all levels of our workforce. Indigenous applicants are encouraged to voluntarily self-identify as being of Indigenous descent in their cover letter and/or within their application form.

We thank all applicants that apply but only those candidates selected for an interview will be contacted.

HEALTH AND WELLNESS FOR ALL

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More about this job

Responsibilities

Register patients and process admissions, transfers, and discharges in the ADT system, while maintaining accurate demographic and financial information and following privacy and registration requirements. Manage health records and related documentation, support facility communications and clerical operations, and coordinate tasks such as bed placement, registrations, and record retrieval.

Requirements

Requires Grade 12 education or equivalent, a relevant medical or administrative program, and a recognized medical terminology course; equivalent combinations of education and experience may be considered. Candidates should have recent patient registration experience, knowledge of EHR and health records processes and privacy legislation, strong clerical and communication skills, at least 50 wpm typing accuracy, and a Manitoba Class 5 driver's licence with access to a vehicle.

Skills

Patient Registration
Admission, Discharge, and Transfer Processing
Electronic Health Records
Health Records Management
Medical Terminology
Privacy and Confidentiality
Data Accuracy
Microsoft Office
Keyboarding
Record Scanning and Indexing
Communication
Organization
Problem-Solving
Decision-Making
Customer Service
Teamwork

Visa sponsorship

Not detected in the job text

Keywords

Admission, Discharge, and Transfer (ADT)
Electronic Health Records (EHR)
Clinical Information Systems
Health Information Services
Patient Registration
Health Records Management
Medical Terminology
Personal Health Information Act
Mental Health Act
Vital Statistics Act
Privacy and Confidentiality
Record Scanning
Record Retrieval
Record Indexing
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft Access
Microsoft PowerPoint
Patient Demographics
Third-Party Billing
Bed Management
Death Registration
Birth Registration
Switchboard Operations
50 WPM Keyboarding
Class 5 Driver's Licence

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