Tri-County Mennonite Homes Scheduling/Ward Clerk in Greenwood Court (Stratford), Ontario

As a valued member of the team, the Communication Clerk demonstrates a commitment to resident safety by providing quality care in accordance with the organization’s vision and mission.

Reporting to the Director of Care, the Communication Clerk is responsible for the effective coordination, administrative processes and records management to ensure resident care needs are met, as well as maintaining good public relations with all contacts and at all times.

The Communication Clerk is accountable for maintaining the scheduling of staff and responding to call-ins, in addition to maintaining systems to ensure for accurate and timely payroll.


  • Responsible for ensuring team member schedules are completed for all departments by facilitating availability process, creating master schedules, collaborate with managers on time off requests, schedule team members returning from LOAs, utilizes call-in process to find replacements for sick/emergency call ins etc. in accordance with the prescribed process.

  • Printing and posting the approved schedules each cycle by the deadline.

  • Verifies schedules and assign shifts on a daily basis by managing calls from team members, recording reasons for no shows, or decline of shifts, liaising with management on areas of concern.

  • Responsible for the maintenance of staffing charts (as directed).

  • Responsible for notifying respective manager of staffing scheduling issues and/or notifying Executive Director for approval for overtime shifts.

  • Manage Time and Attendance System to ensure accurate and timely payroll output, resultant records and accruals, including preparing timesheets for manager’s approval.

  • Maintain the accuracy of vacation, sick and statutory holiday leaves, including ensuring the team member has sufficient hours for the requested leave

  • Facilitating maintenance and adjustments to staffing charts as well as annual changes/maintenance of master schedule as directed.

  • Responsible for the registration and training of team members on the use of the biometric hand punch system in partnership with the Office Assistant.

  • Performs incidental clerical work including typing, filing, delivering messages, sorting mail, photocopying, faxing for Nursing Department.

  • Documents team members’ absences, shifts worked and other paperwork related to team members.

  • Participates in the monitoring of the Attendance Action Program.

Record Management

  • Participates in the documentation process for clients during admission and the tenure of their stay and prepares new admission charts.

  • Ensures that resident charts are maintained according to the active chart record policy.

  • Ensures that resident charts are thinned on a regular basis following the chart thinning policy

  • Ensures that new information regarding residents is forwarded to the appropriate destination including new resident information.

  • Ensures that discharge charts are filed using the home’s established coding system.

  • Ensure physician billing is completed on a quarterly basis.

Resident Care Unit Support

  • Maintains a supply of nursing supplies including paper supplies on a weekly basis.

  • Organizes and maintains resident schedules ie bathing

  • Assists with labelling and marking of resident’s belongings.

  • Arranges transportation and escorts for residents as required.

  • Conducts tours for families, visitors and staff of the long term care area when required

Clerical functions

  • Books multidisciplinary team conferences and maintains an up to date schedule.

  • Photocopies/faxes as required.

  • Sets up binders and material for orientation.

  • Coordinates calendar.

  • Assists with quality assurance activities as directed by the Director of Care

    Perform other duties as required.

  • Scheduling experience required

  • Preference to post-secondary education in a related field (business, health)

  • 3 years’ work experience health care setting

  • Excellent clerical, organizational and communication skills

  • Professional telephone manner.

  • Proficiency in Microsoft Office programs is required

  • Proficiency with Point Click Care is required

  • Knowledge of Long Term care standards and Retirement Act would be an asset

  • Medical Office Administration Certificate would be an asset.

ID: 2016-1042