Health Records Clerk jobs in Toronto, ON

Overview and Purpose of the Role

Reporting directly to the Manager, Clinical Operations, the Registration & Clinic Clerk provides front line administrative support ambulatory programs in the clinic setting. This role ensures timely, accurate patient registration, appointment coordination, and clerical support to facilitate smooth clinic operations and an excellent patient experience.

As the first point of contact for patients, the Clerk ensures a welcoming and professional environment while coordinating appointment logistics using the MEDITECH Maas electronic health record system. This role supports smooth clinic flow, accurate data entry, and effective communication between patients and clinical teams to enhance the overall patient experience.

Key Duties & Responsibilities:

• Provide front desk reception support including patient check in, check out, wayfinding, and responding to inquiries from patients, physicians, and staff professionally and promptly.
• Collaborate with clinical teams to support clinic flow, including managing waitlists, tracking patient arrival status, and communicating delays.
• Schedule appointments for medical, surgical clinics using Meditech MaaS EHR.
• Register patients upon arrival, verify health card information, and update demographics.
• Coordinate patient flow, in liaison with the Clinical team leader to ensure minimal wait times and efficient clinic operations.
• Collaborate with clinical and administrative staff to ensure accurate data entry and scheduling.
• Maintain confidentiality and comply with all privacy and health information regulations (e.g., PHIPA).
• Assist with the provision of and ordering of supplies in liaison with the Clinical team leader.
• Ensure accurate scanning and uploading patient documents into the Electronic Health record.
• Maintain and replenish clinic forms, requisitions and patient handouts as needed.
• Answer incoming calls and respond to patient inquiries and direct them to the appropriate personnel.
• Coordinate with clinical staff to support changes in provider schedules.
• Flag and communicate urgent issues to appropriate clinical or administrative team members.
• Ability to work in fast paced clinical environments with professionalism and attention to detail.
• Strong organizational, multitasking, and interpersonal communication skills.
• Perform additional duties and undertake special projects as assigned.

Corporate Responsibilities:

• Participate in all mandatory training requirements and work in compliance with the Occupational Health and Safety Act and Regulations, company Policies and Procedures, as well as established industry guidelines.

Education, Skills & Qualifications:

• Secondary School Diploma or equivalent.
• Minimum 1 - 2 years recent clerical experience; registration/booking experience preferred.
• Ontario College Certificate/Diploma in Medical Office Administration or related field required.
• Knowledge of medical terminology and common clinical procedures.
• Proficiency in EMRs (e.g., Meditech, OSCAR, Accuro) and MS Office; OCEANS eReferral experience an asset.
• Working knowledge of patient registration and scheduling processes.
• Accurate typing speed of 40 w.p.m.
• Strong verbal and written communication skills.
• Excellent organizational skills with ability to prioritize and meet deadlines.
• Demonstrated sound judgment, confidentiality, and problem-solving skills.
• Ability to work independently and collaboratively within a team environment.
• Satisfactory Criminal Record/Vulnerable Sector Check.
• Proof of immunization and TB screening required.

Join Our Team: Schroeder Ambulatory Centre is a non-profit medical facility dedicated to enhancing the quality of life for Ontarians through accessible, outpatient healthcare. The Centre will offer a comprehensive range of clinical, diagnostic, and surgical services in alignment with its mission to reduce pain, improve mobility, and streamline healthcare delivery.

In collaboration with hospital and academic partners, Schroeder Ambulatory Centre aims to strengthen public health capacity and drive innovation in care, ensuring a more efficient and compassionate healthcare experience for the community.

At Schroeder Ambulatory Centre, we are committed to fostering an inclusive and accessible recruitment experience for all candidates. If you require accommodations at any stage of the hiring process due to a disability or medical condition, please let us know. We will work with you to ensure your needs are met in a respectful and confidential manner.

We appreciate all applications; however, only those selected for an interview will be contacted.

This posting is for a current vacancy.