Medical Records and Referral Coordinator

Kibbi Technologies Inc.; Ottawa; On-site; CAD 58,000 - 60,000; Full time

Benefits offered by this job

Competitive salary and benefits

Professional development

Cultural training

Job summary

The Wabano Centre for Aboriginal Health in Ottawa is seeking a Medical Records and Referral Coordinator to support clinical operations in a culturally safe, trauma-informed setting. You will manage electronic medical records, coordinate referrals to specialists, and assist with front-desk coverage to ensure smooth clinic flow; collaboration with clinicians and Indigenous clients is essential.

The role requires keen organization, attention to confidentiality, and the ability to handle high-volume

Qualifications

• Diploma or certificate in Health Office Administration, Medical Office Assistant, Medical/Health Records, or equivalent experience
• 1–3 years of experience in a medical, Indigenous, or community health setting
• Demonstrated ability to manage multiple tasks efficiently in a fast-paced, high-volume clinic
• Strong attention to detail with excellent organizational and time-management skills
• Experience working with Electronic Medical Records (e.g., PS Suite, TELUS Health)
• Knowledge of PHIPA and health information confidentiality standards
• Strong communication and interpersonal skills
• Understanding of Indigenous health systems and barriers to care

Responsibilities

• Maintain, organize, and update electronic medical records in compliance with PHIPA and organizational standards
• Log, track, and follow up on referrals to specialists, hospitals, and allied health providers to ensure timely access to care
• Monitor referral status and proactively follow up to support continuity of care
• Upload incoming medical reports and documentation to client charts and notify providers as required
• Support the Medical Reception team, including appointment confirmation calls and administrative assistance
• Provide front desk coverage for lunch and as needed during high-volume periods or staff shortages
• Assist with general clinic administrative duties to support efficient clinic flow
• Maintain strict confidentiality while delivering culturally safe and respectful service
• Work collaboratively with interdisciplinary health teams in a trauma-informed manner

Skills

Strong communication

Interpersonal skills

Attention to detail

Time management

Multitasking

Education

Diploma or certificate in Health Office Administration

Tools

PS Suite

TELUS Health

Job description

MEDICAL RECORDS AND REFERRAL COORDINATOR

Full-time | Permanent

Bring your skills to a place where care, culture, and coordination come together.

ORGANIZATION OVERVIEW

At Wabano Centre for Aboriginal Health, you will be part of a dynamic, values-driven team committed to providing culturally safe and holistic care to Indigenous communities in Ottawa. If you are passionate about community health, organization, and making a real impact, this is your opportunity.

• Support culturally safe and trauma-informed care
• Access ongoing professional development and cultural training
• Be part of innovative Indigenous health delivery models
• Competitive salary and benefits package

POSITION SUMMARY

The Medical Records and Referral Coordinator plays a critical role in supporting clinical operations by ensuring the accurate management of medical records, timely processing of referrals, and consistent follow-up to support continuity of care. This role requires exceptional organizational skills, attention to detail, and the ability to manage competing priorities efficiently in a high-volume clinic.

The Coordinator works closely with clinicians, the Medical Reception team, community partners, and Indigenous clients. At times, this role will also provide front desk support to ensure smooth clinic flow during periods of high demand or staffing shortages.

KEY RESPONSIBILITIES

• Maintain, organize, and update electronic medical records in compliance with PHIPA and organizational standards
• Log, track, and follow up on referrals to specialists, hospitals, and allied health providers to ensure timely access to care
• Monitor referral status and proactively follow up to support continuity of care
• Upload incoming medical reports and documentation to client charts and notify providers as required
• Support the Medical Reception team, including appointment confirmation calls and administrative assistance
• Provide front desk coverage for lunch and as needed during high-volume periods or staff shortages
• Assist with general clinic administrative duties to support efficient clinic flow
• Maintain strict confidentiality while delivering culturally safe and respectful service
• Work collaboratively with interdisciplinary health teams in a trauma-informed manner

KEY QUALIFICATIONS

• Diploma or certificate in Health Office Administration, Medical Office Assistant, Medical/Health Records, or equivalent experience
• 1–3 years of experience in a medical, Indigenous, or community health setting
• Demonstrated ability to manage multiple tasks efficiently in a fast-paced, high-volume clinic
• Strong attention to detail with excellent organizational and time-management skills
• Experience working with Electronic Medical Records (e.g., PS Suite, TELUS Health)
• Knowledge of PHIPA and health information confidentiality standards
• Strong communication and interpersonal skills
• Understanding of Indigenous health systems and barriers to care

LANGUAGE REQUIREMENTS

• English required
• Indigenous language is a strong asset

WHY JOIN WABANO?

• Work with a values-driven, interdisciplinary team
• Provide culturally safe care to Indigenous clients
• Access professional development and cultural training
• Competitive salary and benefits package
• Contribute to innovative community health models

Salary $58,000 to $60,000 per year plus a competitive benefits package

Successful candidates will be required to provide a criminal reference check prior to employment.

Wabano Centre for Aboriginal Health is an inclusive and equitable organization.

We strongly encourage applications from qualified individuals, including people with disabilities and members of visible minorities.

While this position is open to all qualified applicants, preference will be given to candidates of Indigenous ancestry (please self-identify in your application).

Wabano is committed to a barrier-free recruitment process. Accommodations are available upon request in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

“This posting is for an existing vacancy. All applications are reviewed by our hiring team; Wabano does not use artificial intelligence tools or artificial intelligence-enabled applications to screen or select candidates.”