Health Records Administration Specialist

Overview

Reporting directly to the Manager of Quality, Safety & Enterprise Risk. The Health Records Administration Specialist is responsible for maintaining the integrity, accuracy, confidentiality, and accessibility of patient health records in support of high-quality ambulatory care. This role oversees the organization and management of both electronic and paper-based records, ensures compliance with privacy legislation and institutional policies, and supports clinical staff with efficient retrieval and release of information.

• Record Management & Maintenance
  • Collect, organize, review, verify, and maintain patient health records in electronic medical record (EMR) systems and/or physical filing systems.
  • Perform regular quality checks to ensure completeness, accuracy, and consistency of clinical documentation.
  • Update patient information in accordance with established protocols and timelines.
  • Retrieve and deliver records for clinical, legal, research, and administrative purposes as required.
  • Securely dispose of post retention records using approved methods in compliance with the organization’s privacy and ethical standards.
• Release of Information
  • Process requests for release of personal health information in compliance with provincial privacy laws, organizational policies, and patient consent directives.
  • Track and document all disclosures per policy, providing timely responses to internal and external requests.
• Regulatory Compliance & Privacy
  • Ensure all health records practices meet legislative requirements for confidentiality, security, and retention (e.g., Personal Health Information Protection Act).
  • Monitor and report potential privacy breaches or documentation risks to appropriate leadership.
• Support & Collaboration
  • Work collaboratively with clinical staff, administrative teams, and information technology to enhance record-keeping processes and resolve data integrity issues.
  • Provide training and support on best practices for documentation and record retrieval when needed.
• Documentation & Reporting
  • Generate records management reports, including quality assurance metrics, release of information logs, and outstanding documentation lists.
  • Support audits and accreditation activities by preparing and presenting record samples and metrics.
  • Perform additional duties and undertake special projects as assigned.
• Corporate Responsibilities
  • Participate in all mandatory training requirements and work in compliance with the Occupational Health and Safety Act and Regulations, company Policies and Procedures, as well as established industry guidelines.

• Post-secondary diploma or degree in Health Information Management, Health Records, Health Administration, or related field.
• Certification or registration in Health Information Management and/or Active Member with Canadian Health Information Management Association (CHIMA).
• Minimum 3 - 5 years related experience in similar role.
• Proficiency with electronic medical record (EMR) systems and record-keeping software.
• Recent experience in a Health Records Department – Release of Information environment is a definite asset.
• Strong understanding of medical terminology and clinical documentation standards.
• Experience with privacy legislation related to personal health information.
• Excellent verbal and written communication skills with the ability to tailor writing to specific audiences and purposes and write clear, concise, and well-structured documents.
• Organizational skills with ability to manage multiple projects and deadlines simultaneously and meet deadlines.
• Demonstrated ability to make decisions within established guidelines and procedures.
• Proven ability to work independently and on assigned tasks under general supervision.
• Ability to exercise significant discretion and sensitivity involving responsibility for maintaining strict confidentiality and complying with data privacy regulations.
• Displays analytical and problem-solving skills with guidance from supervisors.
• Ability to work effectively as part of a team and contribute to team goals.
• Computer proficiency in MS Office (Word, Excel, Outlook).
• Satisfactory passing of a criminal…