Medical Archivist

Job Summary

The Medical Archivist will play a crucial role in managing healthcare information and protecting patient confidentiality. This position requires a high level of discretion and attention to detail, as the incumbent will be responsible for disclosing personal health information to authorized individuals in accordance with relevant laws, policies, and procedures.

Key Responsibilities

• Disclose personal health information to authorized individuals for various purposes, including continuity of care, professional orders, law enforcement, lawyers, and insurance companies.
• Ensure the proper application of billing grids.
• Participate in the implementation of the Personal Health Information Protection Act (PHIPA) and the Freedom of Information and Protection of Privacy Act (FIPPA).
• Manage and process medical-legal cases, including clinical files.
• Act as a resource person for the entire organization regarding the management of personal health information, clinical file design, maintenance, and documentation, as well as privacy protection and access to information.
• Participate in quality improvement activities for this sector, review and update policies and procedures, etc.
• Process correction requests.
• Process patient access requests.
• Process privacy breaches.
• Process requests for lock and consent withdrawal.
• Participate in audits on access to information.
• Communicate and respond to requests from partners regarding personal health information.
• Participate in the development of annual statistics for the Information and Privacy Commissioner of Ontario.
• Perform monthly death reviews.
• Communicate with CHAMP partners for adding, modifying information in our Meditech dictionaries.
• Sort files by key during the annual update.

Access to Information and Protection of Personal Health Information - LAIPVP

• Initiate the processing of access to information requests.
• Perform administrative tasks related to an access to information request.
• Participate in the development of annual statistics for the Information and Privacy Commissioner of Ontario.
• Process correction requests.
• Process privacy breaches.
• Participate in audits.

Research-related tasks

• Ensure authorized access to patient health records by researchers.
• Assist researchers in navigating paper and electronic clinical files.
• Extract data from patient health records for transmission to researchers.
• Anonymize clinical documents for transmission to researchers.
• Ensure accurate billing to researchers.

Requirements

• Hold a diploma in medical archiving.
• Be a certified member of the Canadian Health Information Management Association (CHIMA) or
• Be a regular, affiliated, or student member of the Quebec Association of Health Information Managers (AGISQ) or CHIMA, and commit to becoming a certified member within one year.
• Have a minimum of two (2) years of recent and relevant experience in a medical archivist position, including the disclosure of personal health information in a hospital setting with an electronic information system.
• Have experience with clinical-administrative data.
• Have experience with the electronic information system for processing health information disclosure requests.

Key Competencies

• Client orientation
• Stress resistance
• Time and priority management
• Organization
• Attention to detail
• Discipline
• Teamwork
• Decision-making/judgment
• Interpersonal relationships
• Proficiency in both official languages (French and English) at an intermediate level