Job ID #31922: PHS - Information Management Clerk

City of Hamilton • Hamilton, ON

2d • Onsite

About The Position

Reporting to the Supervisor, Business Support Services – P H S, this role performs duties associated with records management by facilitating the retrieval of requested PHS records and/or the submission of PHS records for off-site storage. The Public Health Services Information Management Clerk is responsible for maintaining records throughout their lifecycle. Provides support to PHS staff on file questions / retrievals. The position is also responsible for fulfilling PHS user account management requests for software applications used by PHS.

Requirements

• Developed understanding of records management and excellent data entry skills related to duties listed above normally acquired through a combination of education in records management, library studies and work experience.
• Experience in a Microsoft Office computerized environment. Working knowledge of Microsoft Outlook, Word, Excel and Access programs.
• Proficient in keyboarding skills with emphasis on
• Must be able to lift heavy file
• General knowledge of Provincial Acts & Regulations such as Personal Health Information Protection Act, 2004 (PHIPA), Freedom of Information and Protection of Privacy Act (FIPPA); Municipal Freedom of Information and Protection Act (MFIPPA).
• Problem solving and workload prioritization
• Strong interpersonal and communication skills. Excellent people skills with an emphasis on customer service and the ability to deal with difficult people.
• Excellent time management and organizational skills. Work planning and priority setting within defined

Nice To Haves

• An understanding of medical terminology would be a definite asset.
• Previous experience with an Electronic Document and Records Management System (EDRMS) and/or OSCAR (Open Source Clinical Application and Resource) would be an asset.

Responsibilities

• Maintains business files and client records in accordance with City and PHS policies and procedures.
• Performs computerized and manual searches of files. Researches, retrieves and provides information to program staff.
• Maintains confidential records with high degree of integrity and respect for privacy.
• Fulfills user account management requests received by PHS managers/supervisors for their staff to one or more software applications used by PHS.
• Supports legislative i.e. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA), City and PHS policy compliance for records and information management.
• Interacts appropriately with internal and external organizations in providing and exchanging information.
• Assists with Freedom of Information (FOI) requests by gathering and preparing files as identified by the PHS Records & Information Management Specialist.
• Maintains records throughout their lifecycle by inputting data, filing, organizing, purging, auditing, archiving etc.
• Organizes and maintains PHS inactive records temporarily stored within PHS Central Files. Prepares hard copy records and completes paperwork for transfer to off-site storage facility.
• Monitors and follows up daily, for loose documents/files that were saved in error on shared drives.
• May be required to provide ad hoc coverage for lunch and/or breaks for PHS reception.
• Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
• Perform other duties as assigned which are directly related to the major responsibilities of the job.

Benefits

• The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of Policy HSW-01 Staff Proof of Immunity to Vaccine Preventable Diseases.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed