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Job Detail

  • Experience Less Than 1 Year
  • Company McMaster University

Job Description

Schedule Monday-Friday at 35 weekly hours, 8:30am-4:30pm
Education Level Community College diploma in Office Administration or related field
Career Level Experienced

Job Description

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

JD #


Pay Grade:

Records Scanner (I)

Unit/Project Description:
For Department use only.

The Canadian Longitudinal Study on Aging (CLSA) is a large, national, long-term study that will follow approximately 50,000 men and women who are between the ages of 45 and 85 when recruited, for at least 20 years. The CLSA will collect information on the changing biological, medical, psychological, social, lifestyle and economic aspects of people’s lives. These factors will be studied to understand how, individually and in combination, they have an impact in both maintaining health and in the development of disease and disability as people age. The Records Scanner (I) is accountable for support under the direction of the Operations Manager for the CLSA in the support of the Tracking and Comprehensive cohorts of the CLSA. The job will be based at the McMaster Innovation Park.

Job Summary:
Responsible for scanning medical documents to electronic medical records and maintaining patient paper charts.

Purpose and Key Functions:
Scan and upload paper reports and documents.
Create and maintain electronic patient folders.
File, maintain, purge, and repair patient paper charts.
Destroy inactive paper charts according to established procedures and guidelines.
Retrieve paper or electronic chart reports at on-site and off-site locations as requested by clinicians.
Write formal notes and records such as procedures for scanning and uploading documents.
Gather and compile information received from hospitals, labs, or community health agencies.
Prioritize requests from health professionals requesting patient reports.
Respond to or redirect routine inquiries.
Set up and maintain filing systems, both electronic and hard copy.
Classify, sort, and file correspondence, records, and other documents.
Update and maintain confidential files and records.
Handle sensitive material in accordance with established policies.

1 year Community College diploma in Office Administration or related field.

Requires 1 year of relevant experience.

For Department use only.

  • Working experience with a large national research project, and data steward experience considered a strong asset.

Additional Information:
The selected candidate will have/ demonstrate the following requirements:

  • Assist with assembly of participant mail out packages.
  • Assist with processing of study mail.
  • Assist with data entry of participant material in the database.
  • Assist with monitoring of participant queries via telephone and email.
  • Assist with scheduling participant appointment and returning participant messages.
  • Experience with Assist with development of study documents, training manuals, power point presentations and standard operating procedures.
  • Working with participant databases.
  • Assist with cognition data entry.
  • Excellent verbal as well as written interpersonal and communication skills, experience dealing with research study participants
  • Exceptional organization, time management, superior attention to detail and ability to set multiple priorities
  • Exceptional computer skills, specifically proficiency with the utilization of The Microsoft Office Suite (i.e. Word, Excel, Outlook, and Power Point)
  • Exceptional critical thinking and problem solving skills
  • Ability to work both independently and as part of a team

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and, within the lands protected by the “Dish with One Spoon” wampum agreement.

In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.

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