Executive Assistant & Health Records Auditor

EHN Canada; Canada; On-site; CAD 34,385,000 - 48,139,000; Part time

Benefits offered by this job

Comprehensive benefits package

Yearly mental health and paramedical $

24/7 Employee Assistance Program

Birthday/float days

Perkopolis discounts

Education Support Assistance

Relocation opportunities

Defined Benefit pension plan

Job summary

EHN Canada is seeking a part-time Administrative Assistant to support the Executive Director and site Leadership Team. The role focuses on confidential administrative duties, policy development, data analysis, and records management within a health-care setting.

The position emphasizes medical-record audits, accreditation activities, and collaboration with multiple departments to ensure quality and compliance while maintaining discretion in handling sensitive information.

Qualifications

• Completion of Grade 12 supplemented by post-secondary education or certification in business administration, health administration, health information management, office administration, or a related field is preferred; an equivalent combination of education and relevant experience may be considered.
• Considerable experience in an executive support role or senior administrative assistant role; or an equivalent combination of experience and education may be considered.
• Experience working in health-care, mental health and addictions, residential treatment, or other health-services environment is strongly preferred.
• Experience working with medical records and electronic medical record (EMR) systems is required.
• Experience conducting medical-record, documentation, quality, or compliance audits is strongly preferred.

Responsibilities

• Administrative support to the Executive Director and site Leadership Team.
• Manage the Executive Director’s calendar, meetings, correspondence, administrative priorities, and other executive support requirements.
• Writing and development of policies, procedures, RFPs, contracts, reports, correspondence, and other documents as directed.
• Daily, weekly, and monthly statistical analysis of bed counts, client demographics, admissions, discharges, completion rates, and other operational and quality indicators as required.
• Conduct routine audits of client medical records and documentation within the electronic medical record (EMR) to monitor completeness, accuracy, timeliness, and compliance with established organizational requirements.
• Maintain medical-record audit tools and trackers and monitor identified documentation deficiencies to support timely follow-up and resolution.
• Communicate identified documentation deficiencies to the appropriate Nursing Supervisor, Clinical Supervisor, Executive Director, or other responsible leader for follow-up.
• Compile and analyze medical-record audit findings to identify recurring trends, opportunities for education, quality concerns, and areas for process improvement.
• Maintain strict confidentiality and appropriate access to client information while conducting medical-record reviews and other quality activities.
• Support trend analysis related to incident reporting, documentation variances, quality indicators, and other organizational metrics.
• Assist with tracking required reports and support timely submission to applicable funders, regulators, government partners, or other external bodies as directed by the Executive Director.
• Act as a liaison with external partners, regulators, licensing bodies, funders, and other stakeholders as delegated by the Executive Director.
• Assist the Executive Director in the preparation for and maintenance of accreditation and serve as the site accreditation lead or coordinator as assigned.
• Coordinate accreditation preparation activities, evidence collection, document organization, staff communication, and follow-up on identified action items.
• Assist in the planning and preparation for meetings, special events, promotions, and professional training.
• Support the implementation, maintenance, review, and organization of site policies, procedures, programs, and operational priorities.
• Schedule and attend confidential meetings, prepare agendas, and prepare and distribute meeting minutes and action items as required.
• Maintain organized administrative, quality, policy, accreditation, and other records in accordance with organizational record-management practices.
• Monitor outstanding action items, reports, projects, and deliverables on behalf of the Executive Director and support timely follow-up.
• Assist with special projects, data collection, reporting, research, and process-improvement initiatives as assigned.
• Support compliance with applicable privacy, confidentiality, records-management, accreditation, and organizational requirements.
• Other duties as assigned

Skills

Verbal and written communication

Organizational skills

Time management

Attention to detail

Bilingual English/French (asset)

Education

Post-secondary education in business administration/health administration or related field

Equivalent combination of education and relevant experience

Tools

Microsoft Office

Adobe Acrobat

Electronic medical records (EMR) systems

Job description

EHN Canada is seeking a part-time Administrative Assistant to support the Executive Director and site Leadership Team. The role focuses on confidential administrative duties, policy development, data analysis, and records management within a health-care setting.

The position emphasizes medical-record audits, accreditation activities, and collaboration with multiple departments to ensure quality and compliance while maintaining discretion in handling sensitive information.