Clerk IV, Lighthouse Substance Use Clinic

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

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

Our Lighthouse Virtual Substance Use Clinic is now accepting applications for casual Clerk IVs to the team. Lighthouse provides telephone-based treatment and short-term stabilization for people who use substances, including same-day support through the provincial Opioid Treatment Access Line. As a Clerk IV, you’ll play an important role behind the scenes, helping coordinate appointments and referrals, maintain accurate patient information, and support the clinical team in connecting people with timely care and ongoing community services.

If you're passionate about supporting individuals facing complex intersecting health and social challenges in our community, and looking for work that combines clinical excellence, social justice, and meaningful human connection, we'd love to hear from you. 

• Coordinate appointments and referrals: Schedule and confirm appointments, process incoming referrals, coordinate follow-up arrangements, and promptly flag urgent requests to the appropriate clinical staff.
• Support patient communication and access: Respond to telephone and general inquiries, relay messages, provide information about clinic processes, and help direct patients and service providers to the appropriate team members.
• Maintain accurate records and documentation: Complete patient registration, update electronic records and files, manage clinic correspondence, and ensure required forms and information are organized and maintained confidentially.
• Keep clinic operations running smoothly: Prepare reports and monthly statistics, maintain filing systems and administrative records, coordinate meetings and documentation, and provide general clerical support to the clinical team.

Please note that while Lighthouse provides virtual services, this is a fully in-person position at 1212 West Broadway in Vancouver. Shifts are 08:30-16:30 Monday to Sunday, but we are currently most in need of weekday coverage. 

• Grade 12, plus two years' recent, related experience or an equivalent combination of education, training and experience.

• Ability to keyboard at 40 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Knowledge of medical terminology.
• 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.

• Schedules outpatient appointments for the department/program by receiving appointment request or referral, ensuring the patient is a mental health patient and has a scheduled appointment at the clinic and booking patient into time slot as per instruction from the Intake Nurse and/or Physician. Alerts the Physician when urgent referrals come through. Contacts referring physician's office, or patient to confirm appointment.
• Makes follow up appointments, adjusting arrangements in accordance with patient and organizational requirements and then assigning to the appropriate time, date and location.
• Coordinates the flow of patients through the program by adjusting appointments, dates, times and locations. Prints out a daily census report listing the patients and booked appointment times and distributes to the Physicians.
• Records requests for Psychiatric consultations from other areas of the hospital such as Medical Surgical units, Emergency, Renal, Cardiac, and ICU/CCU and forwards to Psychiatrists, Interns, and Consultation Service Residents. Alerts the Physician of urgent nature of requests, as per instructions from referring individual.
• Performs patient registration duties such as interviewing patients to obtain required information, completing standard forms such as medical insurance billings, entering information in computerized registration/scheduling system, and printing out forms/documents/reports.
• Ensures that related forms and documentation such as release of information forms, consents and patient information forms are completed by the patient upon arrival. Obtains signatures as required. Enters the information into the computerized database and maintains patient file, updating with new information and changes when required.
• Performs general receptionist/clerical duties such as greeting visitors, answering general inquiries, answering the telephone, directing patients and visitors, and receiving and relaying messages.
• Gives patients research/evaluation questionnaires required to complete while receiving care in outpatient psychiatry programs.
• Composes and signs routine correspondence such as confirmation of appointments and form letters as directed, and drafts correspondence for review and signature.
• Maintains departmental filing system for materials such as correspondence, reports, billing information, records of equipment maintenance, and office supply purchasing requisitions. Distributes information, arranging for couriers or mail services as required.
• Prepares monthly statistics, reports, admission billing forms, and departmental payroll records.
• Arranges meetings as directed, books meeting rooms, types and circulates notices and agendas. Records, transcribes, and distributes notes or minutes meetings as per established procedures.
• Maintains departmental policy and procedure manuals by making necessary changes as directed by the Patient Care Manager or changes received from other Department Heads in the hospital.
• Performs other related duties as assigned.

We acknowledge that Providence Health Care & 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.