Health Records Clerk

Women's College Hospital, 76 Grenville Street, Toronto, Ontario, Canada

Job Description

Posted Friday, June 13, 2025 at 4:00 AM | Expired Saturday, June 28, 2025 at 3:59 AM

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.

Type: Casual Replacement

Family Practice Health Centre

Job Description

This role involves supporting the management of patient referrals, registration, and health records. Responsibilities include handling administrative tasks, maintaining accurate records, and ensuring efficient workflows within the department.

Summary of Duties, but not limited to:

- Identify and assist in the timely processing of all incoming referrals to WCH.

- Review all fax documentation received in clinic fax lines and flag as per established procedure.

- Determine if all required demographic/administrative information is available for processing (Referral Intake, Patient Registration and OnBase Scanning).

- Scan, index and perform quality assurance on all incoming referrals.

- Manage all work queues in OnBase to ensure compliance with 8 business hour benchmark for complete referrals.

- For incomplete referrals, follow‑up with the referring source/physicians as needed.

- Follow‑up with referring source/physician for “incomplete letters” as per procedure.

- Work collaboratively with the Clinic staff to ensure timely processing of urgent referrals.

- Perform registration for all patients referred to WCH.

- Answer telephone calls both internally and externally.

- Filing and retrieval of health records according to terminal digit order.

- Perform scanning related functions of the paper health record in accordance with established guidelines including preparation, scanning, and indexing.

- Perform quality assurance of scanned documents to ensure accuracy and legibility of patient’s legal health record.

- Updating of departmental electronic Central Patient Index.

- Track movement of patients’ records using record locator software and bar codes.

- Request charts from the off‑site storage facility (Iron Mountain) and process charts accordingly.

- Identify patient health records for destruction in accordance with legislative requirements/policies and procedures.

- Assist co-workers in problem‑solving and developing day to day issues with the correct operational and technical knowledge.

- Provide cross coverage to other Health Information clerical employees as required.

- Participate in process and quality improvement projects to support efficient department operations.

- Process all incoming referrals to WCH.

- Perform registration for all patients referred to WCH.

- Perform scanning related functions of the paper health record in accordance with established guidelines including preparation, scanning and indexing.

- Filing and retrieval of health records.

- Identify and destroy paper health records in accordance with hospital policies and legislative requirements.

- Requests charts from off‑site storage facility (Iron Mountain) and processes the received charts.

- Ordering and distributing supplies.

- Submits workload measurement starts on a weekly basis.

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

- Graduate of an Accredited HIM Program an asset.

- Experience working in a Health Records Department, Clinic or Hospital, an asset.

- Demonstrated ability to adapt to high volume work which involves concentration and a great deal of accuracy.

- Demonstrated knowledge of electronic and paper health records filing systems.

- Experience working with Health Information departmental systems related to Chart Tracking, Chart Locator and Chart Storage.

- Commitment to comply with regulations governing privacy and confidentiality of personal health information.

- Advanced computer skills including use of Microsoft Office, Outlook and data entry.

- Ability to work as part of a team in a fast‑paced environment.

- Excellent communication, problem solving and customer service skills.

- Good work and attendance record required.

- Demonstrated WCH vision mission and values.

- 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.

- Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.

- Proven attendance and punctuality.

- 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.

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 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 racialised 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.

Women's College Hospital, 76 Grenville Street, Toronto, Ontario, Canada

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