Skip to the content of the web site.

File Room Clerk

Date: November, 2013
Reports to (Job Title): Clinic Administrator
Jobs Reporting (Job Titles): None
Location: School of Optometry, Optometry Clinic


35 hr/wk

Primary Purpose

The University of Waterloo Optometry Clinic provides a clinical facility for the education of students registered in the Doctor of Optometry program at the University of Waterloo.  In addition it provides a comprehensive optometric service to the general public through in-house patient care and special populations in the immediate region, in the Province of Ontario, across Canada and in the Third World.

Key Accountabilities:

  1. Maintain the clinic`s patient filing system and pull files for all clinic areas prior to patient visits.
  2. Ensure all patient files are returned to their proper location in a timely manner and that all files that are independently signed out by staff and clinicians are appropriately accounted for.
  3. Distribution of all patient correspondence received by fax, attaching the correspondence to the appropriate patient file for review by the attending clinician.
  4. Responsible for scanning patient files or using a system as set up by the School of Optometry’s IST personnel.
  5. Ensuring the file room is tidy and user friendly for all clinic personnel, including ensuring file shelves are “thinned out” for easy access of patient records.
  6. Assisting summer research students in retrieving and filing all patient records as they require for research purposes.
  7. Ensuring all supplies in the intern pharmaceutical bins are replenished regularly and ensuring the products are not expired.
  8. Ensuring all necessary clinic forms are stocked in all clinic rooms.
  9. Monitoring inventory of all supplies including pharmaceutical products for the Primary Care Clinic.
  10. Have a working knowledge of the Cashiers position and the Contact Lens Receptionist position in order to provide back-up support as required.
  11. Assist and direct students and clinicians working in the clinic in an appropriate manner.
  12. Perform other duties as may be assigned by the Clinic Administrator.

Position Requirements


Medical secretarial diploma, medical terminology course, optometric assistant diploma, file management course or equivalent experience required.


The incumbent must have had previous work experience in a health care facility preferably in an optometric setting.

Technical Experience

A working knowledge of the Computer Information System (CIS) or a similar computerized appointment booking system is required.  Strong computing skills using Microsoft Word and Excel is necessary.


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

All staff working within the clinic must be sensitive to the needs of both students and patients.  In addition the incumbent will be required to deal with personnel from ophthalmology practices and local optometric practices within the community.

Level of Responsibility:

The role requires that the incumbent provide functional direction to the interns and clinicians with all things related to patient appointments both regular and emergencies.

Decision-Making Authority:

The Records Room Clerk is required to work independently under the direction of the Clinic Administrator.

Physical and Sensory Demands:

The incumbent must have a strong work ethic, attention to detail and the ability to perform in a fast-paced and varied environment.  Providing coverage in the Contact Lens Clinic and Cash as may be required due to illness or vacation.

Working Environment:

The University of Waterloo Optometry Clinic is located on the north campus and is somewhat secluded from the main campus.


The University of Waterloo Optometry clinic is open daily from 8:00 a.m. until 6:00 p.m.  Employees will be expected to accept work assignments within that time frame.  Normally rotations will be organized, but from time to time it will be necessary for the Clinic Administrator to assign alternate hours.


Specific duties of the position may change according to clinic needs.