Health Records Clerk

Halton Healthcare; Oakville; On-site; CAD 37,000 - 40,000; Full time

Job summary

Halton Healthcare looks for a Records Clerk to support clinics by reviewing paper health records, identifying charts for destruction, and preparing records for microfilming or scanning into the EMR. This temporary full-time role supports the Clinical Information Services Department and drives digitization efforts.

You will organize, index, and validate records, maintain tracking logs, and retrieve files from multiple clinic locations while ensuring confidentiality and accuracy.

Qualifications

• Office Administration diploma from a recognized college or equivalent experience required.
• Minimum one (1) year experience in health records, records management, clerical support, or a comparable role required.
• Medical Terminology certificate or equivalent experience required.
• HICA or CHIM designation considered an asset
• Demonstrated understanding of records retention, records management principles, and confidentiality requirements preferred.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, and electronic document management systems.
• Experience with Meditech Expanse or other electronic medical records systems preferred.
• Strong attention to detail and ability to accurately review, organize, and process large volumes of records.
• Strong data entry skills with a high degree of accuracy.
• Ability to prioritize workload and work independently in a fast-paced environment.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Ability to maintain confidentiality and handle sensitive health information in accordance with privacy legislation and organizational policies.
• Must be physically able to perform the duties of the position, including prolonged periods of sitting, standing, walking, lifting boxes of records, and moving wheeled carts containing charts and files.
• Satisfactory employment and attendance record required.

Responsibilities

• Reviewing paper health records to identify charts eligible for destruction in accordance with organizational policies.
• Preparing patient records for microfilming or scanning into the electronic medical record (EMR).
• Organizing, sorting, indexing, and validating patient records to ensure completeness and accuracy prior to scanning.
• Assisting with records retention management, destruction processes, and documentation of records.
• Retrieving and organizing patient records from various clinic locations.
• Conducting chart audits and inventory management of paper record storage areas.
• Performing data entry and maintaining tracking logs related to retention and scanning activities.
• Collaborating with clinic staff and Health Records teams to ensure records are appropriately managed and processed.
• Other duties as assigned.

Skills

Attention to detail

Data entry

Organization

Communication

Education

Office Administration diploma

Tools

MS Office (Outlook, Word, Excel)

Electronic document management systems

Meditech Expanse

Job description

• Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts
• Employment Status: Temporary Full-time
• Department: OT Clin Rec Proc
• Length of temporary contract: Approx. 1 year

Company Description

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcaretakes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

This temporary position has been established to support clinics that continue to manage paper health records and are experiencing significant storage constraints. The successful candidate will assist with health record retention review, records destruction activities, and preparation of paper charts for digitization, supporting organizational efforts to optimize storage space and advance the transition to electronic

This is an exciting time for Halton Healthcare and our region, as we take the next step in exploring a shared Epic hospital information system that can better connect care for patients, and better support our clinicians and staff with the tools they need to deliver care. Through this work, we are exploring how a shared Epic environment could improve access to information, strengthen coordination, support a more seamless care experience across the region, and make the best use of public resources for the communities we serve This role will play a pivotal part in the upcoming exploratory project by.helping prepare our paper health records for the future, making sure they are reviewed, organized, and digitized so that complete and accurate patient information is available electronically,

Providing clerical and records management support within the Clinical Information Services Department, including:

• Reviewing paper health records to identify charts eligible for destruction in accordance with organizational policies.
• Preparing patient records for microfilming or scanning into the electronic medical record (EMR).
• Organizing, sorting, indexing, and validating patient records to ensure completeness and accuracy prior to scanning.
• Assisting with records retention management, destruction processes, and documentation of records.
• Retrieving and organizing patient records from various clinic locations.
• Conducting chart audits and inventory management of paper record storage areas.
• Performing data entry and maintaining tracking logs related to retention and scanning activities.
• Collaborating with clinic staff and Health Records teams to ensure records are appropriately managed and processed.
• Other duties as assigned.

Qualifications

Halton Healthcare is seeking individuals who are competent in their chosen profession, patient/customer focused, team players, effective communicators, caring and respectful, and fiscally responsible.

• Office Administration diploma from a recognized college or equivalent experience required.
• Minimum one (1) year experience in health records, records management, clerical support, or a comparable role required.
• Medical Terminology certificate or equivalent experience required.
• HICA or CHIM designation considered an asset
• Demonstrated understanding of records retention, records management principles, and confidentiality requirements preferred.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, and electronic document management systems.
• Experience with Meditech Expanse or other electronic medical records systems preferred.
• Strong attention to detail and ability to accurately review, organize, and process large volumes of records.
• Strong data entry skills with a high degree of accuracy.
• Ability to prioritize workload and work independently in a fast-paced environment.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Ability to maintain confidentiality and handle sensitive health information in accordance with privacy legislation and organizational policies.
• Must be physically able to perform the duties of the position, including prolonged periods of sitting, standing, walking, lifting boxes of records, and moving wheeled carts containing charts and files.
• Satisfactory employment and attendance record required.

Additional Information

Status: Temporary Full-Time (Approx. 12 Months)

Hours: Monday to Friday - 7.5 hour day shifts 0800-1600 (Hours are subject to change based on operational needs)

Salary: $26.760 to $28.830 per hour

Date posted: November 10, 2026

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

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