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

Pay Band: BAND B $26.28 - $29.10

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 pertain 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, effective health care.
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerabl

📌 Health Info Serv Clerk PT (Kingston)
🏢 Kingston General Hospital
📍 Kingston