The Data Entry Clerk provides administrative and data management support to the Neurology Department by accurately capturing, maintaining, and reporting patient and clinical information within the hospital's registry and relevant information systems. The incumbent supports the monitoring of stroke care and other neurological performance indicators, assists with data quality assurance, and ensures that information is maintained accurately, securely, and in accordance with hospital policies and applicable privacy requirements.

The position works closely with physicians, nurses, allied health professionals, and administrative staff to ensure the availability of reliable data to support clinical care, departmental reporting, quality improvement, and regulatory requirements.

Duties and Responsibilities

Data Entry and Records Management

• Accurately enter patient, clinical, diagnostic, and treatment information into the hospital registry and designated information systems.
• Review information for completeness, accuracy, and consistency prior to entry.
• Maintain current and accurate electronic and physical records as required.
• Update patient and departmental data in accordance with established procedures.
• Identify incomplete or inconsistent information and follow up with the appropriate personnel for clarification.
• Maintain organized filing and data management systems.

Stroke and Neurology Registry Management

• Maintain accurate records relating to stroke patients and other neurological conditions.
• Monitor and update stroke registry information and other departmental databases.
• Track key clinical and departmental performance indicators.
• Follow up on outstanding information required for completion of registry records.
• Assist with the compilation of data required for stroke care monitoring and quality improvement.

Data Quality Assurance

• Conduct routine reviews of data to identify errors, omissions, duplication, or inconsistencies.
• Collaborate with clinical staff to verify and correct information.
• Maintain appropriate documentation of data corrections and updates.
• Support departmental data quality assurance activities.
• Ensure information is entered within established timelines.

Reporting and Performance Monitoring

• Prepare routine reports, summaries, and statistical information for departmental and management review.
• Assist with the preparation of ad hoc reports as requested.
• Compile information required for internal reporting, quality assurance, accreditation, and regulatory purposes.
• Assist in monitoring departmental performance against established indicators.
• Maintain accurate records of reporting activities and submission deadlines.

Administrative and Departmental Support

• Provide administrative support to the Neurology Department as required.
• Assist with the preparation of presentations, spreadsheets, reports, and other departmental documents.
• Maintain data-related correspondence and documentation.
• Assist with departmental quality improvement and research activities involving data collection.
• Participate in departmental meetings and initiatives as required.

Confidentiality and Data Protection

• Maintain strict confidentiality of patient, clinical, and organizational information.
• Handle patient information in accordance with SLBMC policies, applicable privacy legislation, and data protection requirements.
• Ensure electronic and physical records are appropriately secured.
• Report any suspected data breach, unauthorized access, or confidentiality concern to the appropriate supervisor.
• Access patient information only when required for authorized work duties. 

Quality Improvement

• Support initiatives aimed at improving the quality, completeness, and accessibility of neurological data.
• Assist with identifying opportunities to improve registry and data-entry processes.
• Participate in departmental audits and quality improvement activities.
• Maintain awareness of changes to data requirements, reporting standards, and departmental procedures.

Additional Duties

• Perform other related duties as assigned by the designated supervisor or authorized member of management.

Education, Competencies, and Work Experience

Education

• High School Diploma or equivalent required.
• Associate's Degree in Health Information Management, Medical Records, Business Administration, Information Technology, or a related field is an asset.

Work Experience

• Previous experience in data entry, records management, medical records, or healthcare administration preferred.
• Experience working with healthcare databases, registries, or electronic health records is an asset.
  
  

Knowledge and Technical Skills

• Knowledge of medical terminology, particularly neurological terminology, is preferred.
• Proficiency in Microsoft Word, Excel, Outlook, and other relevant computer applications.
• Ability to accurately enter and retrieve information from electronic databases.
• Basic understanding of healthcare data management and confidentiality requirements.
• Ability to prepare spreadsheets, reports, and statistical summaries.

Core Competencies

• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to identify discrepancies and follow up appropriately.
• Ability to work independently and as part of a multidisciplinary team.
• Ability to manage multiple priorities and meet established deadlines.
• High level of integrity and confidentiality.
• Professional and courteous approach when interacting with patients and staff.
  
  

Reporting Structure Relevant to Position

The Data Entry Clerk reports to the designated supervisor within the Neurology Department and works closely with neurologists, registrars, nurses, allied health professionals, and administrative personnel.

The incumbent may also liaise with the Quality, Medical Records, Information Technology, and other relevant departments in relation to data collection, verification, reporting, and quality improvement.

Performance Goals

Performance appraisals will be based on the following goals, with detailed targets established annually:

Core Goals

• Maintain accurate and timely entry of patient and clinical data.
• Ensure completeness and reliability of departmental registry information.
• Maintain accurate records of stroke and neurological cases.
• Meet established deadlines for departmental reports and data submissions.

Data Quality Goals

• Maintain a high level of data accuracy and completeness.
• Identify and resolve data discrepancies within established timelines.
• Support continuous improvement in registry and data management processes.

Service and Professional Goals

• Provide timely and effective administrative support to the Neurology Department.
• Maintain confidentiality and compliance with hospital data management policies.
• Demonstrate effective collaboration with clinical and administrative teams.

Key Performance Indicators (KPIs)

• Data Accuracy: Maintain a minimum of 98% accuracy in routine data-entry audits.
• Data Completeness: Achieve at least 95% completeness of required registry fields.
• Timeliness: Enter required patient and clinical information within established departmental timelines.
• Data Discrepancy Resolution: Follow up and resolve identified discrepancies within agreed timelines.
• Reporting Compliance: Submit 100% of assigned routine reports within established deadlines.
• Confidentiality: Maintain 100% compliance with patient confidentiality and data protection requirements.
• Quality Improvement: Participate in at least two (2) departmental data or quality improvement initiatives annually.

Educational and Employee Development Goals

• Participate in at least one professional development activity annually related to healthcare data management, medical records, neurology, stroke care, or quality improvement.
• Develop and maintain knowledge of medical terminology and neurological conditions relevant to the position.
• Participate in training relating to electronic health records, registry systems, data protection, and information management.
• Remain current with hospital policies and procedures relating to patient information and data management.

Working Conditions

• Normal Hours: Monday to Friday, 8:00 AM – 4:30 PM.
• The position is primarily office- and computer-based.
• Regular interaction with clinical and administrative personnel.
• May be required to work additional hours occasionally to meet reporting deadlines or departmental requirements.
• The position requires prolonged periods of computer use, data entry, and reviewing electronic and written records.