Health Records Clerk - Family Practice Health Centre

This is a Regular Part Time opportunity (Replacement)

Day shifts, 8:00 a.m. to 4:00 p.m., up to 22.5 hours per week.

An exciting opportunity as a Regular Part-Time, Health Records Clerk exists in the Women’s College Academic Family Health Team (WCAFHT), reporting to the Executive Director, WCAFHT and Environmental Health Clinic. The Women’s College Academic Family Health Team is one of the largest Family Practice Units within the Department of Family and Community Medicine with over 40 staff Physicians, interprofessional team, administrative and support staff.

Job Description: 

Summary of Duties, but not limited to:

Day-to-day functions in Health Records include management of reports such as medical imaging and specialists’ reports, maintenance of accurate patient health records and performing administrative duties such as responding to telephones inquires, messages and communications. Other duties include but are not limited to:

Chart maintenance and security: 

• Retrieve, deliver and file charts
• Electronically scan, categorize and post reports into Electronic Medical Records (EMR) from all incoming sources etc. manually, mail, fax, efax, email and Hospital Report Manager (HRM)
• Promote teamwork and co-operation among employees
• Continuous communication with employees of the Family Practice Health Centre  

Quality Assurance processes in Health Records and overall Family Practice Health Centre, where applicable:

• Assist with and maintain high quality data entry and integrity with respect to electronically scanning, categorizing and posting medical reports into Practice Solution Suite (PSS) EMR
• Assist with data management and quality processes for Family Practice Health Centre  
• Assist with preventative care maintenance process for Family Practice Health Centre  
• Assist with and coordinate data quality and integrity of secretarial input of medical reports into PSS/EMR
• Aide coworkers to solve problems and develop solutions to day-to-day issues with the correct technical knowledge
• Cooperation in executing policies of FPHC and the Hospital with respect to the PSS EMR system
• Follow accepted policies and practice as established by the department and the Hospital
• Control waste and inefficient use of resources
• Access Hospital PSS EMR System to obtain chart numbers for inactive patients
• Modify and update patient demographic information in Hospital PSS System as required
• Recommend merger of charts when duplicate charting is discovered

Patient Reports:

• Investigate unmatched patient reports and incoming letters from other hospitals and external physicians, and redirect them to the correct department and/or location
• Investigate missing patient reports, labs or correspondence by utilizing a variety of systems such as PSS, system, Coral viewer, PRO, Connect GTA, Sunnybrook PCS, etc.
• Correspond professionally with patients and internal and external partners
•  Respond to telephone inquiries and perform general clerical duties
• Answer general telephone inquiries from both internal and external sources
• Respond to telephone and electronic requests for charts from Teams
• Order/request clerical supplies for the department when needed using established processes

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

• High School Diploma is required
• Certified Health Information Management (CHIM) professional, preferred
• Experience working in a Health Records Department, Clinic or Hospital, an asset
• Experience working with Health Information departmental systems related to Chart Tracking, Chart Locator, and Scanning
• Experience with EMR, preferably PSS
• Commitment to comply with regulations governing privacy and confidentiality of personal health information
• Ability to work as part of a team in a fast-paced environment
• Excellent communication, problem solving and customer service skills
• Proven attendance and punctuality required

• Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria
• Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all