Health Information Services Supervisor

SickKids; Toronto; On-site; CAD 76,000 - 85,000; Full time

Job summary

SickKids in Toronto (Sheppard/Jarvis on-site) seeks a Health Information Services Supervisor for an 18-month contract (1.0 FTE) within Health Information Management and Analytics.

Reporting to the Director of Quality, Risk, Analytics and Information Management, you will oversee health records, scheduling, registration and reception, ensuring PHIPA compliance and data-driven improvements to support patient-centred care across CCMH sites.

Qualifications

• Post-secondary diploma in Health Information Management.
• Minimum four years' related experience, including supervisory or team lead.
• Canadian College of Health Information Management certification required.
• Experience with electronic health records and PHIPA/privacy requirements.

Responsibilities

• Supervises health information services, health records, scheduling, registration and reception staffing across CCMH sites.
• Oversees privacy, release of information and PHIPA compliance.
• Provides coaching, training and performance development for administrative staff.
• Coordinates data management, reporting and quality improvement initiatives.
• Collaborates with clinical leaders and external stakeholders to support patient-centred care.
• Manages budgets and resource planning for related functions.

Education

Health Information Management diploma

CHIM certification (Canada)

Job description

POSITION: Health Information Services Supervisor
PROGRAM: Health Information Management and Analytics
POSITION DETAILS: 18 months contract, 1.0 FTE
LOCATION: Sheppard/Jarvis (on-site position)
HIRING RANGE: $76,250 – $84,720, compensation commensurate with experience
COMPETITION: 26-029

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 .

Reporting to the Director, Quality, Risk, Analytics and Information Management, the Health Information Services Supervisor leads the team responsible for health records support, clinical scheduling and registration, and reception/administration coverage across SickKids CCMH sites.

• Supervises the creation, maintenance, retention, archiving and destruction of electronic and physical client health records in accordance with organizational policies and legislative requirements.
• Oversees access, disclosure and release of personal health information, ensuring appropriate consent, secure transfer and compliance with PHIPA and related privacy requirements.
• Provides guidance and problem-solving support to staff regarding health record workflows, documentation standards, record inventories, release of information requests and privacy-related questions.
• Maintains organized systems for tracking health record inventories, release of information activity, scanned documents, digital recordings and pending records issues.
• Collaborates with clinical leaders, staff and external stakeholders to resolve health records issues and ensure administrative processes support safe, efficient and client-centred care.
• Participates as a member of the clinical administration and health information management team by providing subject matter expertise related to privacy, records management and health information workflows.

Clinical Scheduling and Registration

• Supervises central scheduling and registration processes for client appointments across multiple clinical disciplines and service areas.
• Develops, maintains and monitors scheduling and registration procedures, workflows and standards to support timely access, accurate client information and effective communication with clinical teams.
• Works with clinical leaders, physicians and interdisciplinary teams to identify administrative workflow issues, resolve scheduling concerns and implement process improvements.
• Supports staff in resolving complex scheduling, registration and client-service concerns, escalating issues as appropriate.

Reception/Administration

• Ensures appropriate reception coverage across sites, including staff scheduling, breaks, absences, back-up coverage and temporary supports when required.
• Oversees front-desk standards, client-facing communication, reception workflows and issue escalation to ensure a welcoming, confidential and professional service experience.
• Coordinates administrative supplies, equipment needs and related operational supports for the health information, scheduling, registration and reception functions.

Operational & Program Supervision

• Provides day-to-day supervision, coaching, training, scheduling and workload management for Health Information Management Coordinators and other assigned administrative staff.
• Supports recruitment, onboarding, orientation, performance development, performance management and, where required, disciplinary or termination processes in partnership with leadership and Human Resources.
• Identifies training needs and ensures staff are prepared to support electronic health record workflows, physical records management, scheduling, registration, reception coverage, privacy requirements and customer-service expectations.
• Participates in the design and implementation of quality improvement, risk management and operational initiatives at the program and organizational level.
• Contributes to budget planning, monitoring and variance review for assigned functions, including staffing, supplies, temporary coverage and other operational resources.
• Assists with Quality Improvement, Risk Management, Clinical Administration and Health Records Management activities by identifying risks, supporting mitigation plans, updating procedures and implementing improvement initiatives.
• Supports investigations, incident reviews and complaint follow-up by gathering information, documenting findings, coordinating action plans and monitoring implementation of recommendations.

Data Management and Reporting

• Compiles, analyzes and prepares statistical and operational reports related to health records, release of information activity, scheduling, registration, reception coverage and other administrative workflows.
• Monitors data quality within the electronic health record and supports staff in maintaining accurate, complete and timely client information.
• Assists with routine record audits, data validation, reporting requirements and follow-up actions as required.
• Uses data and operational trends to identify workflow issues, inform process improvements and support decision-making by clinical and administrative leaders.

Compliance Activities

• Maintains up-to-date knowledge of directives and orders from the Information and Privacy Commissioner, PHIPA requirements, organizational policies and applicable statutes related to privacy, records management and information protection.
• Promotes privacy compliance by training staff, monitoring adherence to procedures, responding to inquiries and escalating privacy or records concerns as appropriate.
• Provides support for organizational compliance activities such as accreditation, licensing, site reviews, audits and inspections.

Other

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

Effort

• Concentration and creativity required daily to file documents, release information, create charts, report data, write reports, review data, synthesize and interpret data, develop quality improvement initiatives, and present information at client meetings
• Sits at a desk for long periods of time daily to perform the duties of the job, as well as walks and lifts to 2 pounds of health records

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 including off-site locations
• Exposure to constant interruptions/distractions, deadlines, multiple demands, and out-of-town travel
• Little exposure to hazards

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.