Health Records Administrator

Job Responsibility:

What We Do:

Children's Treatment Network (CTN) supports over 33,000 kids and youth with disabilities and other developmental needs. We provide intake, service navigation and coordinated service planning, assessment and diagnostic services, specialized clinics and rehabilitation services, including physiotherapy, occupational therapy and speech language therapy.

Funded by the Ministry of Children, Community and Social Services, CTN is an Ontario provincial government funded not-for profit organization, that offers services through contracted partners in the education, health and community sectors. Through its innovative network model, CTN's commitment to providing family-centered care is anchored by an electronic client record that is shared across its partner organizations and provides the foundation for integrated plans of care and services.

Dedicated to creating a vibrant community where all kids, youth and families belong, we have a strong commitment to equity, diversity, inclusion, Indigeneity and accessibility. With this in mind, our goal is a workforce that reflects the communities we serve. We welcome all qualified applicants to apply including individuals with disabilities, those who identify as Black, Indigenous or persons of colour, members of the LGBTQ2S+ communities and others. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. We are happy to honour accommodations at any part of the recruitment process and invite you to let us know how we can help.

What We Offer:

• Competitive compensation and employee benefits package including participation in the Healthcare of Ontario Pension Plan (HOOPP) and vacation/leave entitlement
• An opportunity to contribute to the work of a not-for-profit organization that provides services to kids and youth with disabilities and developmental needs and their families
• The chance to be a part of a culture with an organization that values inclusion, collaboration, responsibility, and innovation
• The opportunity to work with us to achieve CTN's strategic goals of putting people at the centre of what we do, striving for excellence, fostering a culture of accountability and stewardship to support community needs, and transformation through equitable data-driven service innovation

What You Will Do:

CTN is looking for a permanent, full-time Health Records Administrator who will support CTN's health record practices including the documentation of client information in the shared electronic client record as well as appropriate collection, use and disclosure of client information. The position also supports CTN's privacy practices including the development of appropriate health information and privacy related procedures, training materials and audit reports related to documentation, privacy and security. This position reports to the Manager, Health Records & Privacy; Privacy Officer.

Responsibilities:

The successful incumbent will be responsible for the following duties and responsibilities:

Health Information

• Function in compliance with CTN's health records policies, procedures and standards and all relevant privacy legislation
• Review client records and use knowledge of the shared record and clinical services to conduct health record audits as outlined in the audit schedule and promote accurate recording of data according to defined standards and guidelines
• Lifecycle management of the shared record including record closure and destruction
• Proactively identify issues/trends related to health information and support the collection of health information performance data (both qualitative and quantitative)
• Support the planning and implementation of quality improvement activities to improve documentation and practices related to the collection, use and disclosure of health information
• Review and action requests for client record corrections
• Work with the Shared Record Administrator to identify and address areas of improvement related to documentation and privacy practices
• Process requests utilizing CTN's ticketing system to ensure accuracy of, and a positive user experience with, the shared record
• Undertake special projects as assigned by the leader

Data Quality

• Conduct data quality audits and initiate a plan and process to update or correct incomplete or incorrect data entry
• Support the planning and implementation of data quality improvement activities and work with the Shared Record Administrator to monitor the shared record enhancement request log and identify priorities

Privacy of Health Records

• Adhere to privacy legislation respecting the privacy of clients and families and CTN's obligations as a Health Information Network Provider (HINP) and Health Information Custodian (HIC)
• Ensure that client privacy and security is first and foremost in the design of enhancements and system improvements to the shared record and the processes of collection, use and disclosure
• Process all requests for release of information applying appropriate consent management practices according to PHIPA including validation, recording and review of the materials
• Support the Manager in the maintenance of the privacy risk log, and initiate steps to reduce risk and ensure appropriate staff are made aware of potential risks and possible mitigation strategies
• Conduct regular shared record access audits and follow up to ensure appropriate access
• Conduct security/confidentiality site audits and assist in the development of strategies to reduce risks and improve practices

Training

• Assist with training activities including the development and delivery of work instructions and procedures related to the use of the shared record, documentation and the integration of care, client privacy, security and confidentiality

Network

• Participate in meetings and initiatives that improve information sharing, security and health record documentation processes and practices;
• Review on an ongoing basis the enhancement log, working with the information management team to determine priorities in alignment with CTN's mission, vision, and annual operating goals.
• Ensure legal compliance to the Employee Standards Act of Ontario, Ontario Health & Safety Act, and other regulations and best practices;
• Other duties and projects as required.

What We Need:

• A minimum of a College diploma or University degree (3 year program) in Health Information or Health Record Management is required; An equivalent combination of relevant education and experience may be considered
• Certification with Canadian Health Information Management Association (CHIMA) and/or Canadian/International Institute of Access and Privacy Professionals is required
• A minimum of three (3) years of related health record experience in a healthcare or social service environment is required
• Demonstrated understanding of PHIPA and other privacy legislation and the impact on CTN's oversight of a shared client record
• Experience with client information software systems including an understanding of report writing and data extraction, security settings, basic maintenance tasks and table maintenance
• Advanced skills in the use of Excel and Microsoft Office are required
• Ability to translate technical information and materials into user friendly documents to support training and acquisition of skills relevant to the use of the shared record
• Understanding of adult learning principles and previous training experience considered an asset. Experience with data collection and data entry to support current research projects
• Strong organizational skills in the use of time and the ability to prioritize work including the identification of priorities related to changes to the shared record
• Demonstrated ability to work independently and accurately in the presence of frequent interruptions and requests for assistance
• Ability to work flexible hours in support of requirements that may fall outside of the typical work hour framework
• Knowledge of the children's service systems in Simcoe County and York Region considered an asset
• Lived experience as a person with a disability or a caregiver of a child with a disability and/or developmental needs is considered an asset
• Ability to communicate in French or other languages considered an asset
• Experience with and understanding of various cultures and cultural communities including Francophone, First Nations, Métis and Inuit (FNMI) communities considered an asset
• Certified First Aid considered an asset
• Demonstrated commitment to a safe environment for staff, clients and families by working in compliance with the Occupational Health & Safety Act and related policies

Selected Successful Candidate Will Be Required To:

• Produce a clear police record check with a vulnerable sector check prior to start of employment
• Be able to travel to assigned office, between CTN sites and/or other locations as required
• Maintain the ability to work effectively in a temporary hybrid environment and have access to appropriate internet capacity
• Any candidate being considered for employment at Children's Treatment Network (“CTN”) must be able to provide supporting documentation to confirm their eligibility to legally work within Canada. Proof of eligibility includes but is not limited to a social insurance number (SIN), Canadian birth certificate, passport, citizenship certificate, permanent residence card, open work permit, or valid receipt from Immigration Canada of an application for a post-graduate work permit.

Office Location:

Richmond Hill or Barrie

Starting Salary: $59,549

Salary Range: $59,549 - $66,166

CTN's total rewards package includes competitive compensation and employee benefits package including participation in the Healthcare of Ontario Pension Plan (HOOPP), generous vacation entitlements, and the opportunity for hybrid work.

To Apply:

Submit your resume and quote Job ID #JN-001 in the subject line of email

Applications are accepted from June 3 - 17, 2025.

Thank you for your interest in this opportunity!

Job Types: Full-time, Permanent

Pay: From $59,549.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Application question(s):

• Are you able to produce a clear police record check with a vulnerable sector check prior to start of employment?
• Are you able to travel to assigned office, between CTN sites and/or other locations as required?
• Are you able to provide supporting documentation to confirm your eligibility to legally work within Canada?

Work Location: Hybrid remote in Richmond Hill, ON L4E 0G6

Application deadline: 2025-06-17