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Provincial Health Services Authority

Program Secretary /Booking Clerk, Nursing Support Services Program, C&W

Vancouver, BC, Canada

Full-time

Within 25 km of Burnaby · About 12.2 km from the city centre

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Job details

Job type: Full-time
Apply by: Nov 12, 2026
Posted: Oct 13, 2026

Original job description

Job Summary

Performs multi-disciplinary patient scheduling and secretarial duties such as transcribing medical

dictations, minutes of meetings and typing of general correspondence for the Neonatal Follow-up Clinic

Duties/Accountabilities

Receives and processes requests for referrals and appointments, using information from patient

charts as necessary. Coordinates with the professionals in the assigned area in scheduling same,

making additions, delet=ons and changes to appointments.

Makes follow-up appointments for patients and confirms that appointments are kept. Notifies

appropriate department of any additions, deletions and changes to appointments.

Types a variety of documents such as correspondence, memos, reports, minutes by transcribing

from dictation and or written draft for the assigned multi-d=sciplinary program using word

processing/dictatyping equipment.

Coordinates the work flow of assigned area by establishing work schedules and organizing

operating procedures.

Performs reception duties such as receiving patients, parents and visitors and directing them to

the appropriate area. Answers, screens and re-directs telephone calls.

Books and confirms accommodation for out-of-town patients, if required.
Prints out or types appointment lists for each clinic day and appointment letters for each patient

Page 2 of 2

Children’s & Women’s

Facilities Job Description

Program Secretary/Booking Clerk

Attends the monthly patient intake meetings and takes notes that relate to the booking of

appointments. Also attends other meetings and takes minutes as required.

Accesses Neonatal Follow-up database and inputs patient data to establish, maintain and store

such data as statistical and patient data on the computer database system.

Accesses and extracts requested data from the Neonatal Follow-up database.
Obtains written, signed consents from parents, authorizing release of information. Obtains any

Other Essential Information That Is Required.

Records demographic information when patient arrives and explains the multi-disciplinary

appointment system to families.

Collects, collates and maintains index cards and related medical information as requested.

Maintains and updates filing system for items such as charts, laboratory reports, correspondence,

etc.

Mails and distributes multi-disciplinary reports.
Pre-registers clinic patients using the hospitals Affinity system.
Receives, sorts and distributes correspondence; handles inquiries regarding the clinic; re-directs

inquiries as and when necessary.

Requests and collects charts from Health Records, returns charts no longer required.
Maintains inventory of office supphes for the department, replenishing as necessary.
Performs other related duties as required.

Qualifications

Education, Training and Experience

Grade 12, graduation from a recognized secretarial program, including a recognized course in

medical transcription and three years recent related experience or an equivalent combination of

education training and experience.

Skills And Abilities

Ability to keyboard at 60 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.

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More about this job

Responsibilities

Schedules and coordinates patient referrals, clinic appointments, follow-ups, and accommodation, while supporting patients and families and communicating changes to relevant departments. Provides secretarial and administrative support, including transcription, meeting minutes, database and records maintenance, correspondence handling, and clinic reception.

Requirements

Requires Grade 12, graduation from a recognized secretarial program, and a recognized medical transcription course, plus three years of recent related experience or an equivalent combination of education, training, and experience. Candidates must be able to type 60 words per minute and communicate effectively, work well with others, organize work, perform the physical duties, and operate related equipment.

Skills

Medical Transcription
Appointment Scheduling
Patient Records Management
Database Data Entry
Word Processing
Dictation
Minute Taking
Written and Verbal Communication
Telephone Reception
Filing and Document Management
Work Organization
Keyboarding at 60 W.P.M.
Operating Office Equipment

Visa sponsorship

Not detected in the job text

Keywords

Neonatal Follow-Up Clinic
Patient Scheduling
Referral Processing
Appointment Coordination
Medical Transcription
Secretarial Support
Dictation
Meeting Minutes
Word Processing
Patient Charts
Neonatal Follow-Up Database
Patient Data
Statistical Data
Patient Consent
Medical Records
Health Records
Affinity System
Pre-Registration
Clinic Reception
Correspondence
Filing Systems
Appointment Letters
Patient Intake Meetings
Multidisciplinary Care
Keyboarding

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