Coordinator, Health Records

Job Category: Professional Hospital Location: Newmarket ON Job Type: Permanent, Full time Number of Positions: 1 Minimum - Maximum Hourly Rate: $39.00 - $46.35

Why Join Our Team?

• A best-in-class workplace environment that prioritizes a culture of belonging and wellness.

• Progressive health and dental benefit plans.

• HOOPP pension plan with employer and employee premium sharing.

• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve!

About the role:

Monday to Thursday and alternate weekends.

• Provides supervision, leadership, evaluation and guidance for the Health Information Services department including Clerical Services, Transcription Services, the Graphical Service Design of documents, Patient Portal, Provider Dictionary, Clinical Document Dissemination, Release of Information for the department in accordance with hospital policy and appropriate legislation.
• He/she leads the team in implementing customer-focused services and managing human resources. This includes training, performance management, hiring and termination.
• Directly supervises the day-to-day operations.
• Ensures the management and maintenance of the patient’s health record meet the legislative and regulatory requirements. This includes monitoring, maintaining the physicians incomplete chart and hospital suspension processes.
• Participates in the establishment and completion of the strategic direction and annual goals and objectives for the service.
• Plays a leadership role in the promotion and education of staff on disclosure, access, and correction of personal health information, which includes the Mandatory and Permitted disclosure requests.
• Participates as an active member of the Health Information Team, Health Records Committee, Portfolio Meetings
• Maintains effective interpersonal skills to work with physicians, co-workers and staff in a positive co-operative manner.
• He/she role models professional and organizational core competencies.

We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspectives each candidate brings to our organization.

What you'll be doing:

· Facilitates the planning and implementation of Health Information Services, which includes Clerical Services, Transcription Services, Graphic Design, Patient Portal, Provider Dictionary, Clinical Document Dissemination and Release of Information to ensure that the strategic directions for the service are on track. Participates in the setting and achievement of all short term and long terms goals established by the service. Ensures that the goals and objectives are consistent with the mission, vision, and core commitments of Southlake Regional Health Centre

· Initiates the development, approval, revision, communication and implementation of departmental policies and procedures required for the service. Ensures that policies and procedures development is coordinated with other areas and departments within the hospital and that they meet relevant legislation and appropriate collective agreements

· Ensures that the maintenance of the patient’s health record, supporting policies meet legislation requirements. Remains current on issues of health information services in the health care environment.

· Plays a leadership role in the promotion and education of staff on the confidentiality and appropriate use of patient personal health information.

· Plays a leadership role in the promotion and education of staff on disclosure, access, and correction of personal health information, which includes the Mandatory and Permitted disclosure requests.

· Facilitates continuous quality improvement initiatives.

· Facilitates and participates in the orientation of new medical and clinical staff to the service (includes: Disclosure, Access and Correction of Personal Health Information, Research and Study requests, Record Completion issues).

· Active participant, leadership on committees, participates on external committees, working groups and forums for the health care environment.

· Ensures the data integrity of the Records Management module of the Information System.

· Participates, where appropriate, on the implementation of new modules for the information system.

· Monitors, maintains the hospital dictation system to ensure the service supports continuing patient care.

· Ensures that the department service supports the Canadian Council on Health Services Accreditation standards.

· Active member of SRHC Health Records Committee

What you'll bring:

• Graduate of an accredited Canadian Health Information Management Program and / or
• Post-secondary education at the community college level
• Minimum three years’ experience at a Supervisory level in Registration and Health Information Services
• Experience with a computerized record keeping/management
• Effective interpersonal skills. Ability to work with co-workers, staff, physicians, other hospital staff in a positive, cooperative manner.
• Member in good standing of the Canadian College of Health Record Administrators at the Certificate Level is helpful

Experience, Skills & Abilities

• Demonstrated excellence in communication, both written and verbal
• Demonstrated analytical and problem assessment skills
• Demonstrated commitment to customer service and teamwork
• Demonstrated individual leadership skills
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

• Models behaviour that is aligned with the values of Southlake Health.

Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive.

Regular and reliable attendance is an expected requirement of this position.

We are committed to a selection process and work environment that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.

Health & Safety Workplace Responsibilities

It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Commitment to Diversity and Inclusion

Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity-seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.

Anti-Oppression/Anti-Racism at Southlake Health

Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas.

Accommodation & Diversity in the Workplace

At Southlake Health, we are committed to promoting employment equity, diversity, and inclusion in the workplace. Fostering equity, diversity, and inclusion in recruitment practices is a key aspect of our search process. The current posting is seeking candidates who identify with the following equity-seeking groups: women, racialized persons/persons of colour, Indigenous Peoples, persons with disabilities, and members of the 2SLGBTQ+ community. If you are of the aforementioned identities and feel comfortable making it known, you may choose to self-identify as a member of a designated group. Any information directly related to you is kept confidential and used safely to inform our recruitment process towards being an equal opportunity employer.

Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health!