As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.
Reporting to the Director Clinical Information Services, the Manager Corporate Health Records assists the Director to plan, organize, implement, control and administer the Health Records Services (Health Records, Word Processing, Admitting ROMHC site); to supervise a number of assigned positions within the Health Records Services.
Accountability #1: Management of ROMHC Office
- Responsible for daily work assignments, attendance management and performance appraisals for the staff on the ROMHC site.
- Administers discipline, hires replacement staff and responds to Step 1 grievance matters.
- Provides functional direction and assistance to Health Records staff with respect to scheduling or redistribution of work, inquiries with policies and procedures.
- Provides orientation and education regarding Health Record services and the department’s policies and procedures, and requirements with respect to the legal aspects of the service including statutes regarding privacy and confidentiality of patient information to all clinical staff and students.
- Responds to inquiries from general public.
- Maintains pay cards and attendance records.
- Grants vacation to Health Records staff.
- Maintains workload measurement re chart pulls on a monthly and annual basis.
Accountability #2: Legal Responsibilities
- Responds to and verifies clinical records required for court proceedings or other forms of legal requirements.
- Attends court proceedings in the capacity of “custodian of the health record” and testifies as required.
- Maintains a record of subpoenas.
Accountability #3: Coordinator of Corporate Records Management Program
- Works with the Corporate Records Team to ensure the effective management of the Program.
- Issue and implements Program procedures.
- Ensures that employees are educated about records management policies and procedures.
- Conducts annual departmental Program compliance audits.
- Manages and oversees the off-site records storage.
- Manages the Program change control process.
- Support for response to requests made under the Freedom of Information and Privacy Protection Act.
Accountability #4: Coordinator of Privacy Program
- Delivers orientation to new staff identifying the relevant policies and procedures.
- Participates on various task force and committees where Privacy is a factor.
- To work in a manner that is in compliancewith staff and patient/client safety practices, policies and procedures of The Royal.
- To ensure a work environment that is conducive to The Royal’s Harassment- Free Workplace policy.
- University or Community College: Health Information Management (formerly Health Record Administrator program)
- Certification with the Canadian Health Information Management Association (CHIMA)
- Three years management/supervisory experience plus five years experience in a Health Records department.
- Advanced computer skills including data entry – MS Word & Excel.
- Knowledge of legal requirements in the context of a Health Records department.
- Knowledge of relevant Acts – Public Hospital’s Act, Mental Health Act of Ontario, Accreditation standards.
- Excellent supervisory skills, with ability to establish priorities and meet deadlines.
- Organizational, problem solving and decision-making skills.
- Strong planning, interpersonal, facilitation, team building and coaching skills.
- Excellent communication skills – written & oral with use of specialized terminology related to health records.
- Ability to establish and maintain effective working relationships with a broad range of stakeholders.
- Ability to deal effectively with internal and external customers.
- Ability to work independently and as a member of a team.
- English level A- is mandatory in oral expression, oral comprehension, reading and writing. Bilingual (French/English) is considered an asset.