Peterborough Family Health Team (PFHT) is a collaborative primary care organization that works alongside family physicians and community partners to provide comprehensive, team-based care to the residents of Peterborough and Peterborough County. Our interdisciplinary team works together across multiple clinical sites.
PFHT supports clinical excellence, innovation, and digital health solutions that enhance patient care, improve provider workflows, and protect the privacy and security of health information.
We are currently seeking Health Records Clerk to support the expanding needs of the organization and to ensure consistency in service delivery.
Reporting to the Patient Services Supervisor, the Health Records Clerk supports patient care and clinic operations of our unattached patient clinic by managing the flow of health information and ensuring the clinic’s digital tools run smoothly. This role is responsible for handling chart transfers, scanning and faxing of reports, and managing incoming and outgoing health record requests. In addition, the Clerk acts as the clinic’s expert in digital systems, ensuring that online booking, electronic forms, and other tools are set up, maintained, and functioning effectively. This is a permanent 1.0 FTE (37.5 hours/week) position working in downtown Peterborough.
The Health Records Clerk plays a key role in ensuring the smooth and efficient operation of the clinic by managing health records, supporting patient attachment, and providing collaborative administrative support. Responsibilities include, but are not limited to, the following:
- Process and manage incoming and outgoing patient health record and chart transfers, ensuring information is handled accurately, securely, and in accordance with privacy requirements.
- Scan, upload, file, and maintain incoming medical reports and other documentation within the electronic medical record (EMR).
- Ensure patient health information is complete, organized, accurate, and readily accessible to authorized staff.
- Process requests for health records from patients, healthcare providers, and authorized third parties in accordance with established policies and privacy requirements.
- Send, receive, and appropriately distribute faxes and other clinical documentation in a timely and accurate manner.
- Support patient attachment processes by coordinating the attachment of unattached patients to available primary care providers, maintaining accurate patient and provider information, and supporting related tracking and reporting requirements.
- Communicate with patients regarding attachment processes, clinic services, appointments, and other administrative matters as required.
- Provide courteous and professional assistance to patients and members of the public by telephone, email, and in person, responding to inquiries and directing requests appropriately.
- Work collaboratively with clinical and administrative staff to support the effective flow of patient information and the day-to-day operations of the Connect Clinic.
- Maintain accurate records, patient lists, and administrative tracking tools required to support clinic operations, patient attachment, and reporting.
- Maintain strict confidentiality and ensure personal health information is handled in accordance with applicable privacy legislation, organizational policies, and established procedures.
- Provide front-desk and reception coverage as required, including greeting patients, responding to inquiries, and supporting patient flow.
- Provide general administrative and clerical support to the Connect Clinic and broader team as required.
- Participate in the ongoing development and improvement of administrative and health records processes to support efficient clinic operations.
- Perform other related duties as assigned.
Hours of service are pre-established per employment agreement and may require some evenings and weekends. Any deviation from the established schedule shall not negatively impact upon the provision of service to the patient population.
- Post-secondary education in a related field such as business administration considered an asset OR completion of Medical Secretary Course (medical terminology, pharmacology)
- Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills
- Proficiency in computer applications: Windows, Microsoft Office Suite (Word, Excel, Outlook, etc.), email and internet research.
- Previous medical office experience preferred
- Previous experience with Electronic Medical Records preferred
- Experience in telephone triage and booking appointments preferably in a family medicine practice
- Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals
- A provincial leader among Family Health Teams in Ontario
- Excellent team/office environment
- Multidisciplinary team expertise
- Organizational commitment to work-life balance
- HOOPP Pension Plan
- Optional Health and Dental Plan
- Life/Disability Insurance Plan
- Health Care Spending Account
- EAP
The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.
Interested candidates can email their resume and cover letter to [email protected] by the application deadline.
Application deadline: Wednesday August 27, 2026
Hours: 37.5 hours/week – 1.0 FTE – Monday to Friday
Expected start date: September 21, 2026
Job type: Permanent
Salary: $20.19 to 22.73 per hour based on full time equivalent
The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities In its recruitment processes. We thank all applicants for their interest; however, only candidates selected for further consideration will be contacted.
