Health Records Administration Specialist

Overview and Purpose of the Role

Reporting directly to the Manager of Quality, Safety & Enterprise Risk. The Health Records Administration Specialist is responsible for maintaining the integrity, accuracy, confidentiality, and accessibility of patient health records in support of high-quality ambulatory care. This role oversees the organization and management of both electronic and paper-based records, ensures compliance with privacy legislation and institutional policies, and supports clinical staff with efficient retrieval and release of information.

Key Duties & Responsibilities:

Record Management & Maintenance

• Collect, organize, review, verify, and maintain patient health records in electronic medical record (EMR) systems and/or physical filing systems.
• Perform regular quality checks to ensure completeness, accuracy, and consistency of clinical documentation.
• Update patient information in accordance with established protocols and timelines.
• Retrieve and deliver records for clinical, legal, research, and administrative purposes as required.
• Securely dispose of post retention records using approved methods in compliance with the organization's privacy and ethical standards.

Release of Information

• Process requests for release of personal health information in compliance with provincial privacy laws, organizational policies, and patient consent directives.
• Track and document all disclosures per policy, providing timely responses to internal and external requests.

Regulatory Compliance & Privacy

• Ensure all health records practices meet legislative requirements for confidentiality, security, and retention (e.g., Personal Health Information Protection Act).
• Monitor and report potential privacy breaches or documentation risks to appropriate leadership.

Support & Collaboration

• Work collaboratively with clinical staff, administrative teams, and information technology to enhance record-keeping processes and resolve data integrity issues.
• Provide training and support on best practices for documentation and record retrieval when needed.

Documentation & Reporting

• Generate records management reports, including quality assurance metrics, release of information logs, and outstanding documentation lists.
• Support audits and accreditation activities by preparing and presenting record samples and metrics.
• Perform additional duties and undertake special projects as assigned.

Corporate Responsibilities:

• Participate in all mandatory training requirements and work in compliance with the Occupational Health and Safety Act and Regulations, company Policies and Procedures, as well as established industry guidelines.

Education, Skills & Qualifications:

• Post-secondary diploma or degree in Health Information Management, Health Records, Health Administration, or related field.
• Certification or registration in Health Information Management and/or Active Member with Canadian Health Information Management Association (CHIMA)
• Minimum, 3 - 5 years related experience in similar role
• Proficiency with electronic medical record (EMR) systems and record-keeping software.
• Recent experience in a Health Records Department – Release of Information environment is a definite asset
• Strong understanding of medical terminology and clinical documentation standards.
• Experience with privacy legislation related to personal health information.
• Excellent verbal and written communication skills with the ability to can tailor writing to specific audiences and purposes and writes clear, concise, and well-structured documents
• Organizational skills with strong organizational skills to manage multiple projects and deadlines simultaneously and ability to meet deadlines
• Demonstrated ability to make decisions involving ability to make decisions related to daily tasks within established guidelines and procedures
• Proven ability to work independently, works independently on assigned tasks under general supervision
• Ability to exercise significant discretion and sensitivity involving responsibility for maintaining strict confidentiality and complying with data privacy regulations
• Displays analytical and problem-solving skills involving ability to identify and resolve basic problems with guidance from supervisors
• Ability to work effectively as part of a team and contribute to team goals
• Computer proficiency in MS Office (Word, Excel, Outlook)
• Satisfactory passing of a criminal record check/vulnerable sector check
• Provide proof of Immunization and TB records

Join Our Team: Schroeder Ambulatory Centre is a non-profit medical facility dedicated to enhancing the quality of life for Ontarians through accessible, outpatient healthcare. The Centre will offer a comprehensive range of clinical, diagnostic, and surgical services in alignment with its mission to reduce pain, improve mobility, and streamline healthcare delivery.

In collaboration with hospital and academic partners, Schroeder Ambulatory Centre aims to strengthen public health capacity and drive innovation in care, ensuring a more efficient and compassionate healthcare experience for the community.

At Schroeder Ambulatory Centre, we are committed to fostering an inclusive and accessible recruitment experience for all candidates. If you require accommodations at any stage of the hiring process due to a disability or medical condition, please let us know. We will work with you to ensure your needs are met in a respectful and confidential manner.

We appreciate all applications; however, only those selected for an interview will be contacted.