Clinical Records & Registration Clerk, Full Time, Information Management

Job summary

Provide reception and front-line support to patients, families, clinical teams, and other partners, including registering patients and scheduling or rebooking appointments. Maintain, retrieve, process, scan, index, and distribute clinical records while protecting the confidentiality and security of personal health information.

Job details

Job Code: 27842 Status: Full Time Location: Providence Care Hospital Union: OPSEU 4104 Service Clerical Wage: $31.48 - $34.44 Posting Period: October 14, 2026 - October 23, 2026 As an integral member of the department, the Clinical Records and Registration Clerk will represent the service in a professional manner, liaising with and supporting clinical teams, administration, patients and their families as well as other health care community partners, in matters related to the patient registration, scheduling and records maintenance. The Clerk will maintain and promote the confidentiality and security of personal health information at all times. Skills And Qualifications Required 2 year Health Information Management Diploma OR equivalent combination of education and experience in a health records or registration setting, may be considered One year recent related experience in a hospital or medical setting, preferably in a Patient Registration and/or patient scheduling environment OR formal education placement in a hospital clinical records department. Experience working with an electronic patient scheduling system Certified Health Information Management professional, preferred Position Responsibilities Performs reception duties, receives telephone calls and retrieves messages, returns calls and/or transcribes phone messages to the appropriate physician or clinical staff Acts as a front line contact person and receptionist for patients / customers Registers new and returning patients in appropriate electronic systems and answers client’s requests as required. Schedules, maintains and rebooks appointments through electronic scheduling system Initiates, retrieves and files the Personal Health Information (PHI) record for all patient admissions and registrations for requests from: physicians, clients, families, personal representatives, third parties in accordance with departmental process & procedures. Monitors and tracks all PHI record requests, outgoing and incoming within the patient care system where applicable Establishes and/or maintains the clinical record by filing, photocopying and distributing reports as required Ensures that the PHI records are prepared, scanned, indexed according to the quality assurance standards Ability to import and extract records within an electronic patient care records system for management of electronic PHI Maintains and promotes the confidentiality and security of personal health information Demonstrated accuracy and competency in word processing/keyboarding of 45 wpm with high level of accuracy Why Work At Providence Care Hospital Specialized sub-acute Care in rehabilitation, mental health services, complex medical management and palliative care A hospital striving for excellence in care, education and research Committed to people centred approach to care delivery Competitive salaries with excellent full-time benefits Healthcare of Ontario Pension Plan (HOOPP) State of the Art Building with on-site parking On-site café and cafeteria with a variety of food options Corporate and unit/service specific orientation for new hires Focus on Healthy Workplace & Culture of Quality Employee & Family Assistance Program Education, mentorship and bursary opportunities Fully affiliated with Queen’s University and St. Lawrence College and other academic institutions Located on the shores of Lake Ontario surrounded by park land and walking trails Disclosure: We do not use artificial intelligence to screen, assess, or make selection decisions in our recruitment process. Unless specifically stated, all job postings are for existing positions at Providence Care.

What you’ll do

Provide reception and front-line support to patients, families, clinical teams, and other partners, including registering patients and scheduling or rebooking appointments. Maintain, retrieve, process, scan, index, and distribute clinical records while protecting the confidentiality and security of personal health information.

Requirements

Requires a two-year Health Information Management diploma or an equivalent combination of education and experience, plus recent related experience in a hospital or medical setting or a relevant clinical records placement. Experience with electronic patient scheduling systems is required; a Certified Health Information Management professional designation is preferred, along with accurate keyboarding at 45 words per minute.

Benefits

• Full-Time Benefits
• Healthcare of Ontario Pension Plan
• On-Site Parking
• Employee and Family Assistance Program
• Education, Mentorship, and Bursary Opportunities

Listed skills

• Appointment Scheduling · Preferred
• Quality assurance · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Patient Registration
• Appointment Scheduling
• Electronic Patient Scheduling Systems
• Health Records Management
• Personal Health Information Confidentiality
• Electronic Patient Care Records
• Records Scanning and Indexing
• Records Filing and Retrieval
• Word Processing
• Keyboarding Accuracy
• Reception and Telephone Support
• Patient and Family Communication
• Quality Assurance

Job areas

• Healthcare
• Administrative
• Customer Service & Support

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