Health Records Clerk - Family Practice Health Centre

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

This is a Regular Full-Time opportunity (Replacement)

Day shifts 8:00PM to 4:00PM

An exciting opportunity as a Regular Full-Time, Health Records Clerk exists in the Women’s College Academic Family Health Team (WCAFHT), reporting to the Executive Director, WCAFHT and Environmental Health Clinic. The Women’s College Academic Family Health Team is one of the largest Family Practice Units within the Department of Family and Community Medicine with over 40 staff Physicians, interprofessional team, administrative and support staff.

Summary of Duties, but not limited to:

• Manage incoming patient records and reports from all incoming sources including manual, post mail, electronic fax, analog fax, and Hospital Report Manager (HRM)
• Maintain accurate patient records by categorizing and uploading reports to the appropriate patient chart
• Perform quality assurance of scanned documents to ensure accuracy and legibility of patient’s legal health record
• Retrieve, deliver and upload paper reports to and from internal WCH departments
• Communication with clinicians to alert them of uploaded records for follow up
• Perform administrative functions including scanning, faxing, responding to electronic and telephone inquiries and requests from the clinical team
• Ensure accuracy of patient record uploads into the chart
• Promote teamwork and co-operation among team members
• Continuous communication with team members of the Centre

Quality Assurance processes in Health Records and overall Family Practice Health Centre, where applicable:

• Assist with and maintain high-quality data entry and integrity with respect to electronically scanning, categorizing and posting medical reports into the Electronic Medical Records (EMR), Practice Solution Suite (PSS)
• Assist with data management and quality processes
• Assist with preventative care maintenance process
• Assist with and coordinate data quality and integrity of secretarial input of medical reports into PSS/EMR
• Aide coworkers to solve problems and develop solutions to day-to-day issues with the correct technical knowledge
• Cooperation in executing policies of Centre and the Hospital with respect to the PSS/ EMR systems
• Follow accepted policies and practice as established by the department and the Hospital
• Control waste and inefficient use of resources
• Access Hospital PSS/EMR Systems to obtain chart numbers for inactive patients
• Modify and update patient demographic information in Hospital PSS/EMR System as required
• Recommend merger of charts when duplicate charting is discovered

Patient Reports:

• Investigate unmatched patient reports and incoming letters from other hospitals and external physicians, and redirect them to the correct department and/or location
• Investigate missing patient reports, labs or correspondence by utilizing a variety of systems such as PSS, system, Coral viewer, PRO, Connect GTA, Sunnybrook PCS, etc.
• Correspond professionally with patients and internal and external partners
• Respond to telephone inquiries and perform general clerical duties
• Answer general telephone inquiries from both internal and external sources
• Respond to telephone and electronic requests for charts from Teams
• Order/request clerical supplies for the department when needed using established processes
• As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

• High School Diploma is required

• Certified Health Information Management (CHIM) professional, preferred
• Experience working in a Health Records Department, Clinic or Hospital, an asset
• Experience working with Health Information departmental systems related to Chart Tracking, Chart Locator, and Scanning
• Experience with hospital EMR, preferably PSS
• Commitment to comply with regulations governing privacy and confidentiality of personal health information
• Ability to work as part of a team in a fast-paced environment
• Excellent communication, problem solving and customer service skills
• Proven attendance and punctuality required

• Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria
• Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women’s College Hospital may use artificial intelligence (AI) or automated decision-making tools during various points in the recruitment and selection processes. Please note that third-party job boards may apply their own automated features when displaying or promoting this posting. Women’s College Hospital has no control over these external platform tools.

If you suspect any recruitment related advertising, communication or content did not originate from Women’s College Hospital, please report it immediately by providing the relevant details to WCH Job Advertisement Fraud Reporting Form.

Employment at Women’s College Hospital is conditional upon the verification of credentials, completion of a health review, and proof of immunity and vaccination status for vaccine-preventable diseases, in alignment with WCH Communicable Disease Surveillance protocols. Successful candidates will be required to complete the Employee, Physician and Volunteer Immunization Record Submission Form and the Pre-Placement Health Review Form prior to commencing employment. Submission instructions will be provided in the new hire package and all requirements must be satisfied prior to commencing employment.

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.