Health Records Clerk - Halton Healthcare, Oakville

Position summary

This temporary position has been established to support clinics that continue to manage paper health records and are experiencing significant storage constraints. The successful candidate will assist with health record retention review, records destruction activities, and preparation of paper charts for digitization, supporting organizational efforts to optimize storage space and advance the transition to electronic records.

This is an exciting time for Halton Healthcare and our region, as we take the next step in exploring a shared Epic hospital information system that can better connect care for patients, and better support our clinicians and staff with the tools they need to deliver care. This role will play a pivotal part in the upcoming exploratory project by helping prepare our paper health records for the future, making sure they are reviewed, organized, and digitized so that complete and accurate patient information is available electronically.

Your impact

Providing clerical and records management support within the Clinical Information Services Department, including:

• Reviewing paper health records to identify charts eligible for destruction in accordance with organizational policies.
• Preparing patient records for microfilming or scanning into the electronic medical record (EMR).
• Organizing, sorting, indexing, and validating patient records to ensure completeness and accuracy prior to scanning.
• Assisting with records retention management, destruction processes, and documentation of records.
• Retrieving and organizing patient records from various clinic locations.
• Conducting chart audits and inventory management of paper record storage areas.
• Performing data entry and maintaining tracking logs related to retention and scanning activities.
• Collaborating with clinic staff and Health Records teams to ensure records are appropriately managed and processed.
• Other duties as assigned.

Skills and experience

Halton Healthcare is seeking individuals who are competent in their chosen profession, patient/customer focused, team players, effective communicators, caring and respectful, and fiscally responsible. Candidates must meet the following criteria:

• Office Administration diploma from a recognized college or equivalent experience required.
• Minimum one (1) year experience in health records, records management, clerical support, or a comparable role required.
• Medical Terminology certificate or equivalent experience required.
• HICA or CHIM designation considered an asset.
• Demonstrated understanding of records retention, records management principles, and confidentiality requirements preferred.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, and electronic document management systems.
• Experience with Meditech Expanse or other electronic medical records systems preferred.
• Strong attention to detail and ability to accurately review, organize, and process large volumes of records.
• Strong data entry skills with a high degree of accuracy.
• Ability to prioritize workload and work independently in a fast-paced environment.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Ability to maintain confidentiality and handle sensitive health information in accordance with privacy legislation and organizational policies.
• Must be physically able to perform the duties of the position, including prolonged periods of sitting, standing, walking, lifting boxes of records, and moving wheeled carts containing charts and files.
• Satisfactory employment and attendance record required.