Type: New

Openings: 5

Day shifts: Will range from 6am-2pm and 10am-6pm An exciting Regular Full-Time opportunity as a Health Records Clerk exists in the Health Information Department reporting to the Manager.

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 patients referred and arriving at WCH for care.

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

Filing and retrieval of health records.

Ordering and distributing supplies.

Submits workload measurement stats 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: Completion of Secondary School is required.

Graduation from an Accredited Health Information Management (HIM) Program is preferred.

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.

Proven track record of dependable attendance and punctuality.

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 protected 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

📌 Health Records Clerk - Health Information (Toronto)
🏢 Women’s College Hospital
📍 Toronto