Manager, Corporate Health Records (TFT 1.0 FTE)

About the Position

Reporting to the Director of Health Information & Analytics, the Manager of Health Records is responsible for overseeing day-to-day operations of the Health Records and Admitting teams at the Ottawa and Brockville Campuses.

The Manager oversees documentation standards, release of information, Mental Health Act form monitoring, regulatory reporting, and records retention. The Manager works closely with clinical, administrative, legal, privacy, and technology teams to support high-quality patient care, informed decision-making, and organizational accountability, while leading continuous improvement initiatives and ensuring compliance with applicable legislation, accreditation standards, and health information management best practices.

This is a contract position, that is planned to start in January 2027 and ends November 2028. The Ottawa Campus is the home-site for this position, and occasional travel to the Brockville Campus (i.e., once per month) is required.

Key Responsibilities

• Provide leadership and oversight for the daily operations of Health Records and Admitting teams, including staff scheduling, work assignments, attendance management, performance appraisals, hiring, onboarding, training, performance management, discipline, and Step 1 grievance administration in collaboration with Human Resources. Monitor workflows, productivity, workload volumes, and service delivery metrics to ensure efficient, accurate, and high-quality operations.

• Ensure the integrity, confidentiality, and legal compliance of patient health information and records by developing and maintaining standards, overseeing Release of Information processes, supporting PHIPA requests, managing off-site record storage, reviewing records for legal proceedings, representing the organization as custodian of the health record when required, and providing guidance on Mental Health Act documentation and privacy requirements.

• Support the optimization and adoption of the Health Information System (Epic) within the team and across the organization.

• Support quality improvement and compliance through health record audits, accreditation activities, staff education, policy and procedure development

• Promote effective customer service practices by responding to inquiries from staff, physicians, patients, families, and the public; and delivering orientation and education to staff, students, and clinical teams

Qualifications

• 3 years degree in Health Information Management
• Over 5 years and up to and including 7 years of progressive experience in a health records or health information management environment, including supervisory or management responsibilities.
• Certification with Canadian Health Information Management Association (CHIMA)

Knowledge, Skills & Abilities

• Knowledge of relevant Acts – Public Hospital’s Act, Mental Health Act of Ontario, Accreditation standards, Health Care Consent Act, Personal Health Information Protection Act, Freedom of Information and Protection of Privacy Act
• In-depth knowledge of legal requirements and regulations governing in the context of a Health Records management department , ensuring compliance with privacy, confidentiality, and healthcare laws.
• Proficient in MS Word and Excel to support efficient records management.
• Strong supervisory skills with the ability to prioritize, manage workflows, and meet deadlines in fast-paced environments.
• Excellent organizational, problem-solving, and decision-making abilities; skilled in planning, facilitating, and coaching teams to foster collaboration and growth.
• Clear and effective communicator, adept at using specialized health records terminology to convey complex information to diverse audiences.
• Proven ability to build and maintain strong relationships with a wide range of stakeholders.
• Demonstrated leadership in managing change and guiding teams through complex transitions and projects.
• High attention to detail with a strong focus on accuracy and compliance in records management.
• Adaptable to new technologies, with experience in system implementation and user training for new record management system.
• Proven ability to adapt to new technologies and IT systems, with experience supporting system implementation and user training.

Language Requirements

English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset