Title: Unit Clerk
Department: Urgent Care Centre
Hours of Work: Temporary Part-Time Position (until December 2026); Rotating Shifts
Pay Band: Band D $26.64
Union: CUPE
Location: Kingston General Hospital Site
PRIMARY FUNCTION:
Perform reception, clerical, and patient flow coordination duties to support the safe and efficient operation of the patient care unit. Responsibilities include timely communication and documentation within the health information system, coordination of admissions, transfers, discharges, diagnostics, and transportation, and support for unit administrative and reporting needs. The Unit Clerk contributes to patient and family-centered care by assisting patients and visitors, supporting staff communication, and ensuring accurate documentation and information flow.
Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre’s strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.
PRINCIPLE RESPONSIBILITIES:
Core Duties (All Clerks)
- Provide clerical and administrative support to clinical teams, ensuring efficient coordination of patient care activities and workflows.
- Prepares Lumeo and Program-specific reports and supports unit-based audits as appropriate
- Prepare, process, and distribute patient documentation, such as requisitions, referrals, test results, and patient records in compliance with hospital protocols.
- Maintain and organize patient health records, charts, and related documentation.
- Coordinate and track requisitions for diagnostic tests, procedures, and other services across departments.
- Manage communication with internal and external offices, departments, and services to ensure timely information exchange and follow-up.
- Support patient care activities by preparing educational materials, forms, and informational packages as required.
- Monitor and maintain inventory of clinical and office supplies; order and restock as needed.
Ensure adherence to established workflows, checklists, and hospital systems (e.g., EMR, Lumeo, fax systems).
Unit Clerk Assignment (Inpatient Units)
- Complete admission, transfer, and discharge documentation for patients on inpatient units.
- Coordinate patient services such as dietary requests, portering, and transport between departments.
- Maintain daily staffing/bed management communication with unit staff.
- Respond to staff, patient, and family inquiries related to unit operations.
Unit Clerk Assignment (Outpatient/Clinics)
- Assemble and maintain standardized procedural and diagnostic packages for outpatient clinics (e.g., biopsies, bronchoscopy, GI testing kits).
- Prepare daily clinic lists, ensuring visits are set up in accordance with provider scheduling practices and clinic requirements.
- Maintain clinic utilization and attendance records; notify leadership when scheduled clinics have no patient bookings.
- Manage specialty clinic referrals (e.g., Dietitian, Stoma Nurse, Stroke Prevention, LDAP).
- Liaise with physicians’ offices to communicate required documentation, follow-ups, and test results.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.
QUALIFICATIONS:
- 2 years Office Administration Health Services diploma or equivalent education and experience.
- Good organizational skills with ability to problem solve and set priorities appropriately.
- Demonstrated ability to follow instructions accurately, work under pressure and cope with frequent interruptions.
- Excellent interpersonal skills with demonstrated ability to communicate effectively, courteously, and tactfully with all types of people.
- Demonstrated effective oral and written communication skills.
- Demonstrated computer literacy.
- Demonstrated knowledge of medical terminology.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
