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Current Opportunities

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Health Records Coordinator

Available Spots:


Position Type:

Full Time

Start Date:


Closing Date:


Report To:

Director, Clinical Services

Health Records Coordinator (1.0 FTE Temporary 6 months)

This position is established to develop and manage the Centre’s individual clients’ medical records in a manner consistent with the medical, administrative, ethical, legal and regulatory requirements of Niagara Children’s Centre. As part of this role, the Health Records Coordinator will maintain the data in the Centre’s electronic client file system(s) and provide management reports based on this data. 

Specific Responsibilities:

Responsibilities of the position include:
  • Develop and manage the Centre’s medical records in accordance with Centre policies, legal requirements, confidentiality protocols, and generally accepted health record administration principles;
  • Process external referrals for transfer out and other requested services (e.g. Audiograms);
  • Release health information requested by solicitors, doctors, and others when required, ensuring required releases or legal documentation is received and billings are prepared as appropriate;
  • Maintain and access EHR and paper filing system when indicated;
  • Complete auditing of health records for completeness, accuracy, inappropriate access and ensure compliance with established policies within all Information System(s);
  • Ensure accurate electronic coding of diagnosis using ICD10 classification or delegate;
  • Maintain appropriate retention and destruction of health records in accordance with legal requirements and policy
  • Participate as a member of the Client Information Systems Committee;
  • Collaborate and support the Clinical Information System(s) Administrator to ensure the accuracy of the health records and responsiveness to end user health record concerns, and;
  • In collaboration with the Director, Clinical Services, develop and maintain Health Record Policies and Procedures.
  • Prepare audit reports for management when requested
  • Compile information to meet external reporting requirements when requested
  • Monitor and disseminate information to management and/or employees about changes in legislation or guidance on matters related to documentation, consent, privacy and security.

Health & Safety

The Health Records Coordinator will comply with the duties assigned to Workers as per Section 28 of the Ontario Occupational Health and Safety Act.

Accountability and Freedom to Act:

The incumbent has latitude for discretion within practices and procedures covered by precedents, Centre policy and procedure manuals and supervisory review. 

Key Relationships:

The Health Records Coordinator is concerned with the effectiveness of all relationships, which affect the Centre. The following are particularly significant to the position:


  • Physicians and other medical staff, parents, professional staff at other children’s/health agencies, teachers and educational assistants


  • Therapists, managers, program assistants and medical staff, Clinical Information System Administrator

Performance Factors:

In assessing the performance of an incumbent in this position, the following factors will be utilized as appropriate:
  •  The completeness and availability of all medical records
  •  The extent to which client data base is accurate and up-to-date
  •  The extent to which audits have been completed
  •  The extent to which Health Records Policies and Procedures meet current legislated requirements and are being adhered to

Position Specifications:


The minimum specifications for an incumbent will include the completion of a recognized Health Records Technician Course; membership in/certification by the Canadian Health Information Management Association and/or the Canadian College of Health Records Administrators.


 The incumbent will have good organizational and time management skills, a current knowledge of legal and ethical aspects of health records, and an awareness of confidentiality protocols. They will be able to respond to requests from within the Centre and from external sources in a courteous and efficient manner. They will have the ability to work independently and prioritize multiple demands. Skills to work in a fully computerized environment are required.


  • Access to a vehicle and possession of a driver’s license valid for the province of Ontario is required
  • A current criminal reference check for vulnerable populations
  • CPR certification
  • Evidence of non-violent crisis intervention training

Ready to apply? Follow the link below and fill out our online application.

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