Health Information Management Coordinator – Scheduling and Registration

SickKids; Toronto; On-site; CAD 47,000 - 50,000; Full time

Job summary

SickKids is seeking a relief Health Information Management Coordinator for a one-year contract to coordinate all activities related to the development and maintenance of client health information records both in hard copy and electronic formats.

The role may require travel between site locations and flexible hours between 8:00 AM and 8:00 PM. The position emphasizes privacy, PHI governance, and efficient scheduling for patients and families.

Qualifications

• Post-secondary diploma in Health Information Management is required.
• CC Health Information Management certification required.
• Experience supervising, scheduling, coaching and supporting performance of administrative or health information staff.

Responsibilities

• Create and maintain client health information records (hard copy and electronic).
• Coordinate access, disclosure, retention, archiving and destruction of PHI.
• Coordinate appointment scheduling by calling clients and families and sending confirmations/reminders.

Skills

Supervising scheduling

Health information management

Communication skills

Project coordination

Education

Post-secondary diploma in Health Information Management

Canadian College of Health Information Management certification

Tools

Microsoft Office

Electronic health records

Job description

POSITION: Health Information Management Coordinator – Scheduling and Registration
PROGRAM: Health Information Management
POSITION DETAILS: Relief, 1-year contract – 1 position
EXISTING VACANCY: Yes
LOCATION: Sheppard/Jarvis site
HIRING RANGE: $33.96/hr-$35.80, compensation commensurate with experience
COMPETITION: 26-028

The Garry Hurvitz Centre for Community Mental Health at SickKids (GH-CCMH) is a child and youth mental health center integrated with The Hospital for Sick Children (SickKids). GH-CCMH is also a member of the Thriving Minds Mental Health Access Collaborative with CAMH and SickKids and a core service provider in the Toronto sector of infant, child and youth mental health services funded by the Ministry of Health (MOH). GH-CCMH provides prevention, early intervention and health promotion services across the city, funded by MOH and other sources. As such, the Centre has an ambitious agenda to provide the highest quality, evidence-based care, offering a range of services from prevention and early intervention to counseling and therapy, assessment and intensive supports. Services are offered in person and in virtual format. As an employer, the Centre strives to reflect the many diverse cultures and identities of the children, youth and families we serve and seeks to provide an inclusive and equitable workplace. We are also connected to the continuum of mental health services for children and youth supported by SickKids: the Brain and Mental Health Program, the SickKids TeleLink Mental Health Program , the SickKids CCMH Learning Institute and our online resources through AboutKidsHealth . Find out more about GH-CCMH .

We are seeking applicants for a relief Health Information Management Coordinator for a one-year contract, responsible for the coordination of all activities related to the development and maintenance of client health information records (hard copy and electronic). This position may require travel between sites and availability to work flexible hours between 8:00 AM and 8:00 PM.

• Creates and maintains client health information records, including timely, accurate and legible recording and filing of information
• Coordinates access, disclosure, retention, archiving and destruction of personal health information (PHI) including digital recordings
• Ensures appropriate consent for release of information and confidential transfer of PHI
• Develops and maintains detailed and organized system for tracking health record inventories
• Ensures the security of information pending incident/complaint/investigation
• Liaises with colleagues at all levels of the organization to present information to teams, resolves issues, etc.
• Processes requests related to access and/or disclosure of PHI according to established policies and procedures, applicable provincial statutes and legislation (PHIPA)
• Manages release of information requests ensuring compliance with legislated response times
• Acts as a resource for inquiries regarding access and disclosure of PHI
• Attends court, as subpoenaed or summoned, including preparation of required documents
• Prepares invoices and documents relating to remittance of fees
• Coordinates, orders and arranges inventories for clinical records
• Makes routine decisions, referring to unique problems to the Manager, with established practices
• Liaises with current and/or former clients, community or other health professionals, as needed
• Responds to client requests for access to/or disclosure of PHI
• Participates as a member of the Clinical Administration Team providing PHI expertise
• Provides back-up coverage to the Receptionist, as required
• Coordinate appointment scheduling by calling clients and families and sending confirmation and reminder emails.

Data Management and Reporting

• Compiles statistical data and prepares reports related to release of information requests
• Enters client information into the Client Information System, ensuring accuracy
• Assists with routine record audits, as required

Compliance Activities

• Maintains up-to-date knowledge of directives and orders from the Information and Privacy Commission and develops recommendations to ensure organizational adherence with laws, statutes, policies and procedures relating to information protection
• Provides support of organizational compliance activities such as accreditation, licensing, site reviews and inspections

Other

• Complies with the organization’s vision, policies and procedures
• Performs other tasks as assigned by management

Qualifications

• Post-secondary diploma in Health Information Management and a minimum of four years’ related experience, including supervisory or team lead experience; an equivalent combination of education and experience may be considered.
• Canadian College of Health Information Management certification required.
• Demonstrated experience supervising, scheduling, training, coaching and supporting performance development for administrative or health information staff.
• Strong knowledge of electronic health records, health records management, release of information, privacy legislation and PHIPA requirements.
• Experience with clinical scheduling, registration, reception operations and client-service workflows in a health care or community mental health setting preferred.
• Excellent verbal and written communication skills, with the ability to liaise effectively with clients, families, clinicians, leaders and external stakeholders.
• Demonstrated judgment, discretion and professionalism when dealing with highly sensitive and confidential information related to children’s mental health services.
• Strong organizational, time management, problem-solving and process-improvement skills, with the ability to manage competing priorities and operational demands.
• Ability to incorporate the values of culturally competent, equitable, diverse and inclusive practice in all aspects of work.
• Proficiency with Microsoft Office applications and related office technology; ability to learn and support electronic systems used for health records, scheduling and registration.
• Ability to travel between site locations, as needed.

Working Conditions

• Works in a pleasant office environment (90% of the time), as well as within the storage room (10% of the time)
• Exposure to constant interruptions/distractions, deadlines, and multiple demands
• Little exposure to hazards

We are seeking applicants internally and externally.

SickKids CCMH is an equal opportunity employer; we are committed to diversity and value inclusion. We welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, members of sexual minority groups and others who may contribute to diversity within the Centre.

The Centre views diversity, inclusion, and cultural competence as essential pieces of an integrated whole that sustain our organization and guides our interaction within our diverse communities.

Reasonable accommodations are available during the recruitment process to job applicants with disabilities.

26-028 – Health Information Management Coordinator – Scheduling and Registration