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Switchboard/Admitting Clerk – Health Information Services

Nova Scotia Health Authority

This is a Contract position in Antigonish, NS posted June 15, 2020.

Click here to apply as an internal applicant.

Req ID: 75081
Location: Eastern Zone, St. Martha’s Regional Hospital
Company: NSHA
Department: 3003553 IMIT HIS Admitting & Registration SMRH
Type of Employment:  Casual Relief  (3% FTE) x 2 position(s)
Union Status: Admin Professionals 
Bargaining Unit – CUPE 
Posting Closing Date: 23-Jun-20

Applications are accepted until 11:59 PM on the Closing Date.

Nova Scotia Health Authority is the largest provider of health services in Nova Scotia. We are over 22,000 employees who provide health care and support services in hospitals, health centres and community-based programs throughout Nova Scotia.

Nova Scotia Health Authority provides health services to Nova Scotians and some specialized services to Maritimers and Atlantic Canadians. We operate hospitals, health centres and community-based programs across the province. Our team of health professionals includes employees, doctors, researchers, learners and volunteers that provide the health care or services you may need. This is accomplished across four geographic management zones which are responsible for the operation of acute care health centres and the provision of a variety of inpatient, outpatient services including academic, tertiary, quaternary care and community based programs and services including continuing care, primary health care, public health, and mental health and addictions.


The incumbent is responsible for operating the switchboard multi-line phone system, patient phone and gate phone and direct calls accordingly. The incumbent will work on a rotating schedule that will include day, night, weekend and holiday shifts. This position requires judgement and common sense when solving issues relating to codes, patient needs, particularly for situations that are uncommon.  The incumbent must possess a calm demeanour when dealing with highly stressful encounters, especially when working a shift at night alone. Specific duties can include:

  • Respond to alarms on the master panel located at reception, page physicians, and make approved announcements over the public address system
  • Perform reception duties – give information to patient, visitors, and relay messages to hospital staff, as required
  • Provide excellent client service in a fast-paced, deadline-driven environment
  • Maintain confidentiality of all communications, written and verbal
  • Answer multi-line switchboard, patient switchboard route and direct all calls as required
  • Responsible for distribution of master keys, patient correspondence, and courier packages
  • Run daily Admission/Discharge/Transfer reports
  • Provide coverage for Central Registry as needed
  • Retrieve charts from Health Records for Emergency Department
  • Enable entry of public to the hospital after hours
  • Assist customers regarding the parking gates.
  • Maintain current communications log for physicians and staff
  • Maintain and update daily, weekly, and weekend on-call lists for specified departments and physicians
  • Follow procedures for all emergency codes and exercise drills
  • Maintain current in-house patient list
  • Responds to alarm panels and call codes when indicated
  • Cognizant of work place and patient safety
  • Attends to funeral directors, death certificates
  • Calls Trauma Team, Stroke Team and other codes as directed
  • Other related duties as assigned


  • Graduate of a recognized business/medical/secretarial program or combination of experience and education.
  • Medical Terminology Course
  • Excellent interpersonal and communication skills – a high degree of tack, judgment, and confidentiality
  • Ability to work independently, assess situations and seek resolution if possible, in accordance with hospital policies and procedures
  • Ability to work in an area with frequent interruptions
  • Experience with customer service for at least one year, preferably in a hospital environment
  • Proficient keyboarding skills with clear demonstrated knowledge of Windows
  • Knowledge and experience with MEDITECH an asset
  • Competencies in other languages an asset, French preferred
  • Incumbent will be required to pass a written skills test and interview process

PLEASE NOTE:  Applicants relying on education and experience equivalencies must clearly state such equivalencies in their cover letter, resume, or application.  Additionally, candidates will not be considered for an interview if applications are incomplete or are missing information.

Hours of Work

Casual Relief
24/7 portfolio, Day, Evening, & Night Shifts

Salary Information

$19.9858 – $21.7955 Hourly



Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. Typically interviews are held within three to four weeks of the closing date.

Successful external applicants will be required to submit the below documents and assume any associated costs as a condition of employment. Additional documentation such as banking & proof of identity will be included in your offer letter.

  • Criminal Record Check
  • Proof of education & training certifications
  • Proof of any additional required qualification
  • Valid registration with the relevant licensing body
  • Submission of immunization record along with health assessment documentation
  • Proof of SIN number

Hiring Process will depend on the timeliness of delivering the above. This is a Admin Professionals bargaining unit – CUPE position. Preference is given to bargaining unit employees for unionized positions. Nova Scotia Health Authority is proud to provide a smoke free and scent free environment. Only online applications are accepted.

Nova Scotia Health Authority (NSHA) is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. Our priority groups are Aboriginal People, African Nova Scotians, Persons with Disabilities and Recent Immigrants. Members of these groups are welcome to apply and self-identify if they wish to be considered under our Employment Equity policy.

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