Manager Health Records

St. Michael's Hospital; Toronto; On-site; CAD 90,000 - 110,000; Full time

Job summary

A healthcare institution in Toronto seeks a Manager, Health Records to oversee the department's strategic implementation and ensure compliance with personal health information standards. The ideal candidate has a degree in Health Information Management and five years of management experience. Excellent leadership, communication, and analytical skills are essential for this role.

Benefits

Career advancement opportunities

Professional development

Supportive work environment

Qualifications

• Five years management/supervisory experience required.
• Excellent written and verbal communication skills required.
• Experience navigating hospital information systems.

Responsibilities

• Design and implement long-term strategies for health records initiatives.
• Oversee the department to ensure effective handling of health records.
• Ensure confidentiality and security of personal health information.

Skills

Leadership

Communication

Analytical skills

Interpersonal skills

Problem-solving

Education

Recognized undergraduate degree or accredited Health Information Management Program with CHIM Certification

Tools

Microsoft Office (Excel, Word, PowerPoint)

Hospital info systems

Job description

The Department maintains responsibility/accountability for the security, confidentiality and privacy of Personal Health Information (PHI). As custodian of PHI, the Health Records Department is responsible for ensuring compliance with all relevant legislation pertaining to a patient’s PHI as well as managing the dissemination of PHI internally and externally. These services of the department include, dictation /transcription processing, chart correction, retrieving and updating of patient information, chart completion auditing, release of information services including research requests, performing patient record merging for both paper and electronic records in the Electronic Patient Record (EPR) and Document Management System (DMS).

The Manager, Health Records is to ensure the highest standard of handling patient data records throughout the patient’s cycle in hospital. The incumbent will oversee this department and ensure the correct implementation of the strategic vision as instructed by executive management. The manager must enable the team to strive for the highest levels of service, efficiency and effectiveness in this role.

Responsibilities

• In consultation with the Senior Director, designs, develops and implements long term strategies for the use of technology to support health records initiatives;
• Communicates the strategic direction of the department to ensure departmental goals can be realized;
• Establishes linkages both internally and externally to ensure continuity of best practices for health record services;
• Develops creative solutions to health records issues that will minimize organizational risk;
• Monitors departmental health info systems and facilitates the Network’s standards for maintaining chart completion, chart availability and transcription turnaround times and quality;
• Ensures the integrity of health records data, and makes sure staff are qualified and sufficiently trained to ensure that departmental and organization standards are met and maintained;
• Provides assistance to the Senior Director with the development of policies and procedures to ensure the department functions in accordance with provincial regulations/standards governing the registration and admission processes for patients, including data collection;
• Ensures staff maintains awareness of patient confidentiality and security of personal health information, including knowledge of pertinent legislation;
• Takes accountability for the department’s actions and relays executive vision to team;
• Communicate with and make recommendations to leaders across various levels of the network;
• Ensures that patient clinical records are accurate, complete and readily available to be utilized for the planning and continuity of patient care;
• Ensures that health records protect the legal interests of the patient, hospital and medical staff;
• Ensures Release of Information functions are handled according to policy and regulation;
• Acts as a custodian of medical records and ensures that confidentiality is maintained
• Ensures chart audits are performed by the department and any issues are resolved appropriately;
• Develops and updates HIM policies and procedures such as: Release of information, retention, destruction, storage and retrieval of charts;
• Interacts with third parties and legal counsel in discussing complex and/or difficult release of information requests to minimize liability related to releasing patient information;
• Provides education and training to staff and physicians in areas related to accessing charts, chart completion, and documentation requirements;
• Serves as an internal consultant on Health Information Management (HIM) issues;
• Serves a liaison between Health Records and the IT departments to maintain functionality of health record related systems and equipment;
• Responsible for coordinating effective and efficient process improvement activities;
• Develops and maintains metrics for productivity and quality;
• Strives for continuous quality improvement within the department.
• Establish, organize and implement strategies within the portfolio and is responsible for the operations of its departments as well as the effective use of its resources (budget, staffing, etc).
• Ensures financial and planning processes are appropriately linked to projects, service delivery and other visible department outputs which provide value to clients, while identifying opportunities for cost savings and revenue generation ;
• Maintains full responsibility for planning, monitoring, managing and allocating departmental budget to meet departmental goals;
• Managing resources in a manner that will optimally impact financial result;
• Reviewing the budget on an ongoing basis to ensure that actual expenditures come in on target;
• Approving expenditures, within signing authority limits;
• Analyzing financial/statistical reports on a regular basis, taking remedial action to resolve identified issues;
• Monitoring, analyzing and reconciling variances from approved plan, taking remedial action to attain budgeted targets and mitigate run rates;
• Preparing and presenting financial reports, as required;
• Maintains responsibility for developing and executing human resources strategies for attracting, hiring, managing, developing and motivating union and non-staff;
• Provides direction/leadership for the team as a coach and mentor; defines accountabilities while directing and supporting the achievement of performance goals, within functional area of responsibility;
• Conducts performance reviews of direct reports on an annual basis and/or as required to ensure excellent in the provision of work activities; takes appropriate corrective action, where appropriate, up to and including termination, as required to meet identified departmental needs;
• Implements appropriate systems to support the delivery of their day to day functional activities, as required;
• Develops and executes strategies to build and foster an effective team environment and a culture built on respect, trust, wellbeing and lifelong learning for staff, ensuing appropriate systems are in place to facilitate succession planning and appropriate management of vacancy;
• Provides advancement opportunities for future leaders, acting as a mentor for staff to facilitate development/attainment of leadership skills and technical competencies for the provision of excellence in work activities;
• Collaborates with the Management team to strategize on recruitment efforts for key positions to ensure the team possesses the required technical and other relevant skills to contribute to the success of the department;
• Supports and ensures staff have opportunities for professional development, career advancement, department wide training and educational opportunities;
• Promotes a teamwork environment where staff from diverse multilingual and multicultural backgrounds can interact productively and efficiently.
• Maintains responsibility for providing recognition, feedback and ways to motivate staff;
• Works to ensure fair and equitable hiring practices are employed;
• Demonstrates effective interviewing skills to identify appropriate candidate; hires staff in accordance with the hospital’s mission and values.
  
  

Qualifications

• Completion of a recognized undergraduate Degree program and/or graduate of an accredited Health Information Management Program with CHIM Certification required;
• Five (5) years management/supervisory experience required;
• Intermediate knowledge of Microsoft Office Tools, i.e., Excel, Work, Power Point required;
• Excellent written and verbal communication required;
• Experience navigating hospital info systems
• Excellent analytical and problem solving skills required;
• Excellent interpersonal skills required;
• Demonstrated leadership ability required
  
  

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.