Health Information Service Clerk

Department: HIS Clerical Pool

Position Number: 50055880

Hours of Work: Part time Position

Rotating Shifts: 0700-1500; 1000-1800; 1500-2300; 2300-0700

Pay Band: BAND B $26.28 - $29.10

Union: CUPE

Location: Kingston General Hospital & Hotel Dieu Hospital Site

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

PRIMARY FUNCTION:

Timely and accurate scanning, indexing and ensuring the Quality Assurance of electronic and paper based patient medical records for Inpatient Units, Clinical Areas, Same Day Care and Emergency. Collects, organizes, stores, distributes and maintains patient medical records. Inputs into multiple computer systems and monitors and responds to email correspondence.. Releases patient health information in line with all relevant and appropriate regulations, legislations and standards as required

Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre’s strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

PRINCIPLE DUTIES:

- Maintains strict confidentiality of information handled on a day to day basis ensuring that only authorized personnel are allowed access to patient information.
- Directs the flow of incoming patient information into the correct stream (e.g. OP, IP, or SM,). Scans, indexes and imports the information into the correct patient and encounter and into the appropriate electronic health record (e.g. Lumeo or PCS) . Provides a complete patient record ensuring that all data is filed and in the appropriate place in the chart, in proper sequence and that all information pertains only to the patient whom the chart belongs. Actions and escalates when missing or inaccurate records are discovered to ensure that records are complete and accessible for care as soon as possible. Filing and retrieval of archived records.




- Maintains an accurate and complete computerized tracking system for the release of all records to ensure immediate access at all times. Maintains and corrects the electronic health records (e.g. Lumeo and Patient Care System) when errors are identified. Combines charts in the appropriate electronic health record.
- Respond to requests for timely access to patient records from various sources such as Emergency, Nursing Units, Clinics, Physicians Offices, Cancer Clinic and personnel conducting research, audits, and other chart requests. Will log all release of information requests and will support customer service inquiries related to the Lumeo patient portal.
- Assists in Electronic and Manual distribution of KHSC reports to Internal and External Physicians.
- Actions any email, faxed or in person requests for medial record information in line with HIS processes and support in person or telephone inquiries for general HIS information.
- Assists in the completion of deficiency analysis, verification of scanning and workload Studies as requested.
- Respond to requests to fax information to other institutions in Urgent situations and distribute patient health information provided to the HIS Department to the appropriate areas or facilities in a timely manner. Ability to assess the nature/legitimacy of the request and the person’s right to access as per the established guidelines.
- Complete the periodic destruction for all medical record storage areas to comply with document retention standards.

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.

BASIC QUALIFICATIONS:

- 2 years Office Administration Health Services diploma or equivalent education and experience.
- One year Medical Records or equivalent office experience with understanding/experience of relevant systems and procedures (medical records). Previous experience in a computerized environment.




- Keyboarding 40 wpm, with 95% accuracy (will be tested).
- Intermediate Microsoft Applications proficiency in Word, Excel and Access (will be tested)
- Medical Terminology (will be tested)
- Demonstrated ability to work independently, be self-motivated and organized.
- Demonstrated ability to work effectively in emergency situations and under a heavy workload.
- Must be capable of prioritizing work and multi-tasking.
- Must work harmoniously with other staff in the department and throughout the hospital to provide rapid, efficient health care.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS: The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.

📌 Health Info Serv Clerk PT - HIS Pool (Kingston)
🏢 Kingston Health Sciences Centre
📍 Kingston