Case Administrator, Complaints and Practice Investigations

CPSBC Careers; Vancouver; On-site; CAD 51,000 - 63,000; Full time

Job summary

CPSBC Careers in Vancouver seeks a diligent Case Administrator to manage complaint files and support the complaints department. You will liaise with physicians and the public, draft documents, take interview notes, and ensure accurate, confidential record-keeping.

The role emphasizes organization, careful handling of information, and proficiency with Microsoft Office in a fast-paced environment.

Qualifications

• Successful completion of Grade 12 supplemented by a two‑year office administration diploma or equivalent combination of education and experience; post-secondary education is advantageous
• Demonstrated ability to work under pressure with diverse members of the public and profession in emotional situations
• Strong interpersonal skills to facilitate resolution in complex situations
• Solid understanding of professional regulation and processes an asset
• Background in health care or familiarity with medical language is preferred
• MS Office applications including Word, Outlook, Excel and Teams
• Ability to organize and set work priorities; work independently and in a team
• Maintain a calm demeanor during busy or stressful times; protect confidential information
• Excellent written and verbal communication, editing and proofreading skills
• Experience interfacing with patients or the public is an asset

Responsibilities

• Maintain complaint files by liaising with all parties, creating, opening, closing and filing; send form letters and acknowledge complaints
• Provide administrative support: draft correspondence, attend interviews, take notes, respond to inquiries, assist with committee prep, scan and save documents
• Redact personal information when required and ensure file completeness and accuracy
• Manage bring-forward system and track actions arising from case conclusions
• Prepare for committee meetings and maintain electronic records

Skills

Interpersonal skills

Communication

Editing

Proofreading

MS Office

Detail-oriented

Multi-tasking

Education

Grade 12 + Office Administration diploma

Tools

Word

Outlook

Excel

Teams

Job description

Full-time, permanent

Position summary

Reporting to the conduct manager and in accordance with College of Physicians and Surgeons of BC’s policies and procedures, the case administrator is responsible for maintaining complaint files and collaborating with managers and other case administrators with respect to the daily activities of the complaints department.

Duties and responsibilities

Duties include but are not limited to the following:

Maintain complaint files

• act as a liaison between all parties involved in each complaint
• create, open, close and file complaint files
• send form letters to complainants and physicians
• complete complaint acknowledgment calls with complainants and subject licensees
• manage bring-forward system and send form letters accordingly
• review complaint materials for risks and elevate as necessary
• review complaint files for completeness, consistency, and accuracy and perform any required redaction of personal information
• track further actions arising from case conclusions
• file committee minutes

Provide administrative and clerical support to the complaints department

• draft correspondence and other documents or reports
• attend interviews with physicians, medical contractors and the deputy registrar
• take clear, legible notes during interviews
• respond to telephone inquiries from both physicians and members of the public regarding the complaint process
• assist with the preparation for committee as required
• scan and save complaint file documents to electronic record
• other administrative duties as required

Skills and qualifications

Required skills and qualifications include:

• successful completion of grade 12 supplemented by a two‑year office administration diploma or equivalent combination of education and experience; post-secondary education is advantageous
• demonstrated ability to work under pressure and deal with diverse members of the public and the profession in emotional situations
• strong interpersonal skills required to successfully facilitate resolution to complex situations
• solid understanding of professional regulation and processes an asset
• a background in health care or familiarity with medical language is preferred
• working knowledge of Microsoft Office applications including Word, Outlook, Excel and Teams
• ability to organize and set work priorities
• ability to work both independently and as a team member
• ability to maintain a calm demeanor during busy or stressful times
• ability to exercise good judgment in recognizing scope of authority and protecting confidential information is a must
• excellent critical thinking, analytical and problem-solving skills
• high level of attention to detail, with demonstrated ability to multi-task in a fast‑paced environment
• excellent written and verbal communication skills
• excellent editing and proofreading skills
• previous experience interfacing with patients or the public is an asset

The compensation range for this position is $50,574 to $63,217 per year.