Health Records Clerk

Overview and Purpose of the Role

Reporting to the Manager, Quality, Safety & Enterprise Risk, the Health Records Clerk supports the accurate, complete, confidential and timely management of patient health records in the ambulatory care environment. The position performs day-to-day health records functions including document collection, scanning, indexing, filing, retrieval, quality checks, release of information and records tracking in accordance with organizational policies, privacy requirements and established health information management practices. The Health Records Clerk works with clinical and administrative teams to ensure information is available to support safe, efficient patient care while safeguarding personal health information.

Key Duties & Responsibilities:

Record Management & Maintenance

• Collect, receive, scan, index, file and maintain patient health information in the EMR and, where applicable, paper-based record systems.
• Verify documents are assigned to the correct patient, encounter and document type; perform routine checks for legibility, completeness, accuracy and appropriate indexing.
• Identify missing, incomplete, duplicate or misfiled documentation and follow established processes to correct or escalate record deficiencies.
• Update patient demographic and health record information in accordance with approved procedures and access controls.
• Retrieve records for authorized clinical, administrative, audit or legal purposes and maintain record tracking, filing and retention activities.
• Support secure destruction of records that have met approved retention requirements.

Release of Information

• Receive and process routine requests for access to or disclosure of personal health information in accordance with PHIPA, organizational policy and valid consent or other lawful authority.
• Confirm requester identity and authorization, prepare approved information for release and escalate complex, sensitive or unclear requests to the Manager or designated privacy/health records lead.
• Securely transmit approved records using established methods and timelines and maintain complete release-of-information logs and audit trails.

Privacy, Confidentiality & Compliance

• Safeguard personal health information and maintain strict confidentiality in all verbal, written and electronic communications.
• Follow PHIPA, organizational privacy policies, records retention requirements and access-control procedures; promptly report suspected privacy breaches, unauthorized access or misdirected information.

Service, Collaboration & Administrative Support

• Respond professionally to routine health records inquiries from patients, substitute decision-makers, providers and internal staff within established procedures.
• Collaborate with clinical, administrative, privacy, quality and information technology teams to resolve routine record-access, document-routing and data-integrity issues.
• Maintain work queues, outstanding-documentation lists, disclosure logs and other operational tracking tools.
• Support quality assurance, accreditation, privacy reviews and audits by retrieving records, preparing samples and compiling routine records-management information.
• Provide cross-coverage for health records functions and perform other related duties or special projects as assigned.

Corporate Responsibilities:

• Participate in all mandatory training requirements and work in compliance with the Occupational Health and Safety Act and Regulations, Schroeder Ambulatory Centre Policies and Procedures, as well as established industry guidelines.

Skills & Qualifications:

• Post-secondary diploma or degree in Health Information Management, Health Records, Health Administration, or related field.
• Required - Certification or registration in Health Information Management and/or Active Member with Canadian Health Information Management Association (CHIMA).
• Minimum, 1 - 3 years related experience in similar role.
• Proficiency with electronic medical record (EMR) systems and record-keeping software.
• Recent experience in a Health Records Department – Release of Information environment is a definite asset.
• Strong understanding of medical terminology and clinical documentation standards.
• Experience with privacy legislation related to personal health information.
• Excellent verbal and written communication skills with the ability to tailor writing to specific audiences and purposes and writes clear, concise, and well-structured documents.
• Organizational skills with strong organizational skills to manage multiple projects and deadlines simultaneously and ability to meet deadlines.
• Demonstrated ability to make decisions involving ability to make independent decisions on moderately complex issues that impacts team or project outcomes.
• Proven ability to work independently, works independently on assigned tasks under general supervision.
• Ability to exercise significant discretion and sensitivity involving responsibility for maintaining strict confidentiality and complying with data privacy regulations.
• Displays analytical and problem-solving skills involving ability to identify and resolve basic problems with guidance from supervisors.
• Ability to work effectively as part of a team and contribute to team goals.
• Computer proficiency in MS Office (Word, Excel, Outlook).
• Satisfactory passing of a criminal record check/vulnerable sector check.
• Provide proof of Immunization and TB records.

Join Our Team:

Schroeder Ambulatory Centre is a non-profit medical facility dedicated to enhancing the quality of life for Ontarians through accessible, outpatient healthcare. The Centre will offer a comprehensive range of clinical, diagnostic, and surgical services in alignment with its mission to reduce pain, improve mobility, and streamline healthcare delivery.

In collaboration with hospital and academic partners, Schroeder Ambulatory Centre aims to strengthen public health capacity and drive innovation in care, ensuring a more efficient and compassionate healthcare experience for the community.

At Schroeder Ambulatory Centre, we are committed to fostering an inclusive and accessible recruitment experience for all candidates. If you require accommodations at any stage of the hiring process due to a disability or medical condition, please let us know. We will work with you to ensure your needs are met in a respectful and confidential manner.

We appreciate all applications; however, only those selected for an interview will be contacted.