Health Records & Privacy Specialist

What We Do:
Children’s Treatment Network (CTN) supports over 26,000 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 children 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, innovation, agility, and shared responsibility
  • The opportunity to work with us to achieve CTN’s strategic goals of evolving services, nurturing relationships and strengthening capacities

What You Will Do:
CTN is looking for a permanent, full-time Health Records & Privacy Specialist 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. The Health Records and Privacy Specialist supports the manager with complex privacy and health records issues and provides mentorship to the team. This position reports to the Manager, Health Records and Privacy; Privacy Officer.

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
  • Mentor junior team members
  • Assist the manager with identifying and managing 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 complex requests for client record corrections
  • Work with the Shared Record Administrators to identify and address areas of improvement related to documentation and privacy practices
  • Monitor helpdesk ticket trends to ensure accuracy of, and a positive user experience with, the shared record, completes tickets when required
  • Undertake special projects as assigned by the Manager

Data Quality
  • Identify and lead data quality audits and initiate a plan and process to update or correct incomplete or incorrect data entry on behalf of the Manager when requested
  • Lead and 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
  • Lead audit investigations and follow-up efforts on behalf of the Manager when requested
  • Independently process requests for release of information and mentor others as requested by the manager, applying appropriate consent management practices according to PHIPA and policy, 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
  • Review 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
  • Assist the manager with privacy breach queries and investigations as needed, including client and IPC notification
  • Assist the manager in addressing any other privacy related issues when requested

  • Conduct privacy orientation/training at the request of the manager
  • Assist the manager drafting work instructions and procedures related to the use of the shared record, documentation and the integration of care, client privacy, security, and confidentiality

  • Develop advanced meeting materials and present during meetings and initiatives that improve information sharing, security and health record documentation processes and practices
  • Assist the Manager with strategizing record enhancements, 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:
  • Bachelor’s Degree or College Diploma in Health Information or Health Record Management is required; will consider applicants with equivalent combination of education and experience
  • Certification with Canadian Health Information Management Association (CHIMA) and/or Canadian/International Institute of Access and Privacy Professionals is required
  • A minimum of five (5) years of related health record and privacy experience in a healthcare or social service environment is required
  • Minimum of two (2) years of experience independently conducting health record release of information requests from a variety of requesters (healthcare, legal, patient/client) is required
  • Experience independently conducting advanced privacy audits is required
  • Experience coordinating/leading privacy investigations including liaising with senior management and legal council is required
  • Experience submitting privacy breach reporting and liaising with Ontario’s Information and Privacy Commissioner regarding breaches is required
  • Demonstrated ability and experience communicating in professional capacity with tact and diplomacy with internal and external stakeholders including clients/patients is required
  • Advanced level oral and written communication skills and report/policy writing experience is required
  • Previous mentorship experience is an asset
  • Demonstrated understanding of PHIPA and other privacy legislation and the impact on CTN’s oversight of a shared client record is required
  • 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
  • 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 remote 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 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

To Apply:
1. Submit your resume to
2. Quote Job ID # MR-001 in the subject line of email

Applications are accepted from March 6 – 27, 2023.

Thank you for your interest in this opportunity!