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The Unit Clerk provides clerical support and communication coordination to facilitate patient care services across various departments. Responsibilities include managing patient calls, maintaining inventory, and assisting with discharge planning.
Requirements summary
Candidates must have a medical terminology certificate and experience in medical office administration or equivalent. Strong organizational, communication, and customer service skills are essential for this role.
$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 many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the 2021 Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our leading edge work on Communities of Inclusion, Inclusion Calendar, Health Equity Certificate Program and much more. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023 – 2025 and Greater Toronto's Top Employers for 2026. Learn more at shn.ca
Job Description
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. Working both independently and as part of the larger clerical and interdisciplinary care team, reporting to the Manager, to provide overall clerical support, communication support and coordination to help facilitate higher integration and team collaboration for the delivery of comprehensive patient care services across our emergency departments, inpatient units and outpatient clinics. A key component of the position is patient services and maintaining a progressive and personalized health care environment for patients. Company Vacancy/Request for Transfer: The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.
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 where required
Benefits
Employee and Family Assistance Program
Defined Benefit Pension Plan
Tuition Assistance Program
Recognition Events
Comprehensive Insured Benefits Package
Employee Discount and Incentive Programs
Leadership Development and Learning Programs
Act as the “friendly face” in greeting patients and families and answering any questions that they may have (e.g., food services, parking prices)
Replenish and re-stocking of Personal Protective Equipment (PPEs)
Monitor inventory and complete proactive requisitioning of supplies (SAP/Grand &Toy), linen and equipment
Organize and alert team of patient transport arrival and departure time (e.g. Diagnostic Imaging appointments while patient is on 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 department at the direction of the Clinical Manager (e.g., produce schedules in EZ Schedule or MS excel, makes staffing request calls)
Fax various documents, such as prescriptions, discharge summaries and referrals
Verify patient demographics, contact information, OHIP or other healthcare insurance (e.g., preferred accommodation)
Maintain clipboard patient charts (e.g., consent forms, prints discharge instructions and prescriptions, etc.)
Arrange for virtual rounds, multi-departmental meetings and interpreters
Create downtime packages for when EPIC undergoes a system update
Ensure that Business Continuity Access (BCA) bins are stocked (EPIC downtime forms)
Re-scan and index documentation into electronic medical record (EMR) within defined turn-around time
Supports on unit auditing (e.g., hand hygiene audits, patient/family satisfaction surveys)
Track and record data to meet extramural/internal reporting obligations and satisfy funding agreements
Assist care teams in improving patient safety such as reducing avoidable falls and high-pressure injuries
Proactively keep staff in the know of patient needs (rounding/responding to call bells etc.)
Patient support at direction of interprofessional staff (e.g., Transportation)
Assist 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
Support wayfinding to allow visitors and patients to navigate the hospital to get to where they need to be
MyChart Champions (e.g., assist with downloading app, setting-up account, etc.)
Offer customized program, unit and institutional knowledge to patients and families on day-one of admission to help welcome and orient patients to unit
Support care teams in discharge planning (e.g., booking family meetings, support with arranging transportation – external transfers, family/caregiver/ home care communication, print discharge documentation for patients/families)
Manage locked unit patient, family and visitor access (buzz people in and out as needed)
Contact Environmental Services to arrange for rooms to get cleaned immediately upon discharge
Provide communication support to expedite inter-unit and inter-site patient transfers (Bed Allocation, Sending Unit, Receiving Unit, Sending Most Responsible Physician and Receiving Most Responsible Physician)
Utilizes the screening tools provided as needed to assess eligibility for entrance, including screening for signs and symptoms based on the screening tool
Use of In-Basket to notify MRP, MRN, IP staff, as appropriate
Clerical screening of incoming referrals i.e. ensure completeness and triage based on urgency
Utilizes the screening tools as provided if needed to assess eligibility for entrance, including screening for signs and symptoms based on the screening tool
Use of overhead intercom to locate nurses when patients call out, or medical teams / other services (physio, social work) are looking for them
Training and orientation of new staff
Cross-coverage
Ability to deal with emergency situations in a calm, efficient and prompt manner
Assist 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 combination of 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 wpm with 80% accuracy (Skill testing will be administered)
Demonstrated experience in Clinical Information Systems, MS Word, 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, 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 This posting serves as a Talent Pool for future vacancies. Candidates whose qualifications align with future opportunities will be contacted as suitable positions arise. Please note that Talent Pool postings are intended exclusively for external applicants. This posting is being used to establish a candidate pool for upcoming vacancies and does not reflect a specific vacant position. 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. Learn more about our exciting opportunities by following SHNCareers on Instagram, Twitter, and Facebook. At Scarborough Health Network (SHN), our people are our greatest asset. They come from all over the world and bring diverse perspectives to enhance the compassionate and innovative care we provide our patients and their loved ones. We celebrate what makes people unique and believe that a safe, fulfilling and balanced work environment is just the start. We recognize and reward our teams, prioritize access to continuing education and create meaningful opportunities for growth and development. At SHN, you can enhance your career while by opening doors to new experiences and possibilities within our vibrant and inclusive community. We are proud to be an inclusive, equitable and accessible workplace, where everyone feels valued, respected, supported, and has a rich sense of belonging through our organizational drive to build and sustain an exceptional work environment where healthcare professionals can flourish both personally and professionally. SHN is proud to be named one of Greater Toronto’s Top 2026 Employers by Mediacorp Canada Inc., the organization behind the prestigious Canada’s Top 100 Employers project. This honour celebrates organizations that create exceptional workplaces, and we are thrilled to be among them. We are a culture that empowers and inspires. This means everyone feels welcomed, respected, supported and valued and able to fully participate in the workplace. We are doing this through by creating awareness, providing education resources, empowering staff-led Communities of Inclusion, and providing growth and career opportunities. We are proud to offer mentorship programs to encourage collaboration and to support international employees, and our EnRoute training and career advancement programs designed to provide hands-on experience to fast-track certifications and placements in different care units. We are always in search of individuals with unique strengths to enhance the world-class care we provide to our patients within a welcoming environment. Experience what makes us one of Greater Toronto’s Top Employers and an affiliated teaching hospital of the University of Toronto. We are proud to offer our staff comprehensive perks, including: Defined Benefit pension plan through the Healthcare of Ontario Pension Plan Comprehensive insured benefits package including health and dental benefits New Graduate Initiative Enroute Program Critical Care Sponsorship Program Employee Discount and Incentive Programs Employee and Family Assistance Program (EFAP), along with other comprehensive wellness offerings, including our Spiritual Care team of registered psychotherapists for spiritual, religious or emotional care; mental health supports; and on-site wellness rounding Recognition events Leadership Development and Learning Programs Tuition Assistance Program Please allow some time for our recruiters to review your application. We will contact those applicants who are chosen for an interview. We’re always looking for skilled, compassionate and committed individuals to join our dynamic team in providing exceptional quality care. Subscribe to our Career Alert or share your journey with us and see where it might lead you: Follow us on Facebook, Instagram, X, or LinkedIn Email us at careers@SHN.ca
