Skip to the content of the web site.

Health Information Assistant

Date: October, 2015
Reports to (Job Title): Operations Supervisor
Jobs Reporting (Job Titles): None
Department: Campus Wellness


Health Services/Counselling Services


35 hr/wk

Primary Purpose

The Campus Wellness Administration team serves the University of Waterloo community by supporting Health Services and Counselling Services with effective, efficient, collaborative, client-focused administrative service.


The Health Information Assistant is accountable to reports to the Operations Supervisor to coordinate information and referrals from/to clinicians/specialists on and off campus, and ensuring privacy and accuracy of incoming /outgoing documents. This position is a member of the Campus Wellness Operations Team

Key Accountabilities:

1. Specialists / Services Referrals off campus




2.  Incoming Documentation Processing



3.  Outgoing Documentation Processing




4.  Privacy and Confidentiality

Position Requirements


Medical secretarial diploma, medical terminology course, health care clinic assistant diploma or equivalent education and experience


At least two years’ administrative / customer service experience in healthcare facility (preferably post-secondary setting)


MS Word Excel PowerPoint Other
working knowledge working knowledge

Extensive knowledge of:


1. relevant modules of electronic health records system (Clinic Information System (CIS) preferred)

Nature and Scope

Interpersonal Skills:

Exceptional professional client customer service, collaboration and communication skills, attention to detail and the ability to perform in a fast-paced and varied environment.




Internal and External Contacts



Collaborates with administrative and clinical staff in all areas of campus wellness including medical and mental health clinicians, clients / patients



Communicates with numerous community specialists, medical / diagnostic facilities

Level of Responsibility:

Responsible for areas outlined above

Decision-Making Authority:

This position has final decision-making authority for all items outlined above, applying explicit guidelines and procedures; must be able to work independently with minimal direction.

Physical and Sensory Demands:

Possibility for multiple interruptions and competing priorities on daily basis. Involves focusing at work station for the majority of work time; requires some movement within Health Services building.

Working Environment:

Normal stress and pressure associated with this level of position.  There may be multiple and/or tight deadlines beyond one’s control and frequent interruptions; volume may vary significantly at different times of year. Located indoors in comfortable, fast-paced office environment populated by clinical, administrative staff, as well as clients. At times, hours of operation include from 8:00 a.m. to 8:00 p.m. Position requires flexibility to occasionally shift working hours to include evenings.