Records & Information Management Administrator

This position is responsible to carry out the day-to-day operating functions within the Records Management team with responsibility for both Patient and Corporate information and records.

Key Responsibilities

Health Information Management

• Completes accurate patient coding according to defined coding standards and guidelines.
• Processes Release of Information requests, applying the knowledge of consent management practices according to Home and Community Care Support Services - North Simcoe Muskoka policy and processes, and escalates issues/risks to the Privacy Officer. This includes corresponding and interacting with external requestors.
• Maintains standards for patient information systems and actively participates on internal Applications and Standards Committee.
• Supports the implementation and management of Home and Community Care Support Services - North Simcoe Muskoka health records policies, procedures, and standards, in compliance with all relevant legislation (including Personal Health Information Protection Act).
• Proactively identifies opportunities for improvement in the management of health information.
• Processes subrogation requests for patient information, including consultation with Home and Community Care management.
• Provides HIM education to staff upon hire and ongoing as required.
• Supports the planning, implementation and execution of internal audits, including but not limited to data quality, performance and accountability, and privacy compliance as outlined in the audit frameworks by ensuring information is corrected/correcting information, reporting findings to stakeholders, and identifying areas for improvement.
• Reviews and actions requests for health record corrections to ensure the accuracy, completeness, and timeliness of the patient health record; may include consultation with HSSOntario and/or health record staff at other Home and Community Care Support Services - North Simcoe Muskoka.

Corporate Records Management

• Provides corporate records management training to staff upon hire and ongoing as required.
• Proactively identifies opportunities for improvement in the management of corporate record keeping.
• Supports the implementation and management of Home and Community Care Support Services - North Simcoe Muskoka corporate record-keeping policies, procedures, and standards, in compliance with Archiving and Recordkeeping Act.

Freedom of Information (FOI) Requests (under the Freedom of Information and Protection of Privacy Act, 1988).

• Performs the administrative functions of FOI requests including receiving, logging and tracking requests; corresponding and interacting with patients and other requestors (external); arranging internal meetings with affected stakeholders; receiving and compiling records for disclosure; escalating issues/risks to the Manager, Privacy and Records Management; and preparing the annual statistical report to the Information and Privacy Commissioner.

Privacy

• Supports the Privacy Officer functions as outlined in Home and Community Care Support Services - North Simcoe Muskoka processes, and/or as delegated.

Patient Safety

• Stays abreast of developing best practices in the use of event reporting data for quality improvement.
• Supports patient safety culture by ensuring data reviewed recognizes the safety of the patient(s).
• Supports the early identification of risks to patient safety through timely and thorough analysis of risk event reports and other key sources of data/information; and

Health & Safety

• Must adhere to the duties of workers, as stipulated in Section 28 of the Occupational Health and Safety Act.
• Must adhere to all Home and Community Care Support Services - North Simcoe Muskoka administrative and applicable occupational health and safety policies, procedures and protocol.

Other

• Provides administrative support to records management related working groups and/or committees as required.
• Other duties as assigned

Position Requirements

Education

• Designation as a Certified Health Information Management professional (CHIM) required.
• Active membership in good standing with CHIMA (Canadian Health Information Management Association)

Experience / Knowledge

• Experience processing release of information and freedom of information requests in accordance with PHIPA and FIPPA respectively is an asset.
• Comprehensive knowledge of legislation and standards pertaining to records management (health and corporate) is required.
• 2-3 years in a health information/records department preferred.
• Proficiency in French is an asset.

Competencies

• High level of attention to detail.
• Demonstrated problem solving and decision-making skills.
• Demonstrated commitment to continuous improvement principles and practices.
• Demonstrated analytical skills and ability to write and analyze reports is an asset.
• Excellent communication (verbal, written & listening) skills.
• Excellent interpersonal skills and demonstrated ability to facilitate effective working relationships with internal and external customers.
• Demonstrated ability to work independently and in a team.
• Advanced keyboarding skills and the ability to use a variety of software programs.
• Ability to organize daily workload in the presence of frequent interruptions, multiple demands, and deadlines.