Administrative Records Manager

2 weeks ago

Ottawa, Canada Precision Medical Centre Full time

**Position Overview**:
The Administrative Records Manager is responsible for overseeing the secure handling, organization, storage, and retrieval of patient and administrative records in compliance with privacy legislation and clinic policies. This role ensures that all documentation processes are efficient, accurate, and confidential, supporting overall clinic operations and regulatory compliance.

**Key Responsibilities**:

- Maintain and manage electronic and physical health records (e.g., EMRs, archived files)
- Ensure compliance with **PHIPA** and other relevant privacy legislation
- Develop, implement, and monitor record-keeping systems and retention schedules
- Coordinate requests for access to patient records (e.g., from patients, lawyers, insurance providers)
- Respond to internal and external record inquiries in a timely and professional manner
- Monitor and track record transfers, scanning, faxing, and secure destruction
- Support staff and providers in document organization and chart audits
- Collaborate with IT or vendors to maintain secure digital record systems
- Train staff on proper documentation and privacy procedures
- Prepare documentation for audits, inspections, or compliance reviews

**Qualifications**:

- Diploma or degree in Health Information Management, Administration, or a related field
- Minimum 2 years of experience in records management or medical administration
- Familiarity with electronic medical record (EMR) systems (e.g., OSCAR, Accuro)
- Knowledge of privacy and records legislation (PHIPA, PIPEDA, etc.)
- Excellent organizational and communication skills
- High attention to detail and ability to handle confidential information discreetly
- Proficiency in Microsoft Office and document management tools

**Assets (preferred)**:

- Certification in Health Information Management (e.g., CHIM)
- Experience in a healthcare or medical clinic environment
- Bilingual (English/French) is an asset

Pay: $25.00-$56.67 per hour

Schedule:

- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed

Work Location: In person

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