Health Records Clerk

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

Internal applications due by: November 17, 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. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards.  These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching.  We do not control or influence these processes.  To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.  

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.