We currently have a temporary full time opportunity for a Privacy and Freedom of Information Coordinator in our Information Services/Privacy department at our Bayview campus. This position includes Days, Weekends 2-10 pm as required.
Reporting to the Chief Privacy Officer and under the direction of the Manager of Privacy and Freedom of Information, the Privacy and Freedom of Information (FOI) Office Coordinator is responsible for day-to-day management of assigned Privacy and FOI enquiries, complaints and investigations, including first telephone/written/in-person contact, investigation, analysis, reporting and closure in support of the hospital’s privacy and access to information obligations under the Personal Health Information Protection Act (PHIPA) and the Freedom of Information and Protection of Privacy Act (FIPPA).
Summary of Duties:
- Advocate and protect patient privacy as an ethical, knowledgeable and personable privacy advisor to Sunnybrook patients, medical and professional staff and external stakeholders.
- Serve as a first contact person responsible for receiving privacy enquiries from patients, hospital staff, healthcare providers and the public, including requests regarding the hospital’s information handling policy and procedures, patient privacy complaints, requests for access restrictions on patient records, and issues regarding record access and correction requests. The Coordinator receives, analyzes, and triages complaints to identify issues and determine how to resolve them or when to escalate to management.
- Attempts resolution of complaints using a variety of conflict resolution strategies.
- Prepare correspondence and other documentation, which clearly and cogently communicates the substance of a complaint, the issues that were dealt with by the Privacy Office and its disposition of the complaint, along with rationale for the assessment and disposition of the complaint.
- Ensures that all information relating to an inquiry or complaint is documented in the case management system, including storing an electronic copy of all paper documents in the case management system.
- Collaborate with Sunnybrook Patient Care Managers, Program Directors, Project Leaders and Information Services project staff and external peer organizations to provide technical and procedural guidance on privacy controls and best practices and solutions to address emergent issues related to confidential and secure information handling practices for internal and shared information systems.
- Undertake privacy impact assessments on Sunnybrook information systems as assigned to support the Privacy Office in the review and implementation of privacy enhancing technologies.
- Represent Sunnybrook on external privacy committees and panels, as required.
- Deliver privacy training and orientation sessions to Sunnybrook employees, volunteers, medical and professional staff.
- Develop, manage and update, as required, Sunnybrook’s privacy policies and procedures, privacy information and education materials including printed and electronic staff training materials at the direction of the Chief Privacy Officer.
- As a delegated FOI representative, serve as a first contact person responsible for receiving FOI enquiries from the public, including FOI access requests, requests regarding hospital FOI policy and procedures, complaints, appeals, and other general enquiries. Ensure timely fulfillment of all assigned FOI access and correction requests.
- Support the ongoing development, implementation and improvement of the Sunnybrook FOI Program, policies, procedures and staff guidelines.
- Support FOI fulfillment process plans and associated controls to ensure staff understanding of and compliance with applicable FOI and related statutes, regulations, hospital policies, procedures and industry best practices;
- Collaborate with hospital Area Leads to identify FOI issues and opportunities on a timely basis and to develop solutions for identified FOI issues related to confidential and secure information handling and access fulfillment processes
- Participates in Team meetings sharing information on the status of complaints, anticipated difficulties and the status of the resolutions.
- Works collaboratively and maintains an effective and professional working relationship with other members of the Privacy Office Team.
- Post-secondary education in social sciences, health sciences, law, alternative dispute resolution or in a related field with an acceptable combination of education and experience.
- Superior written and oral communications, interpersonal, customer-service and conflict resolution skills.
- Demonstrated knowledge of and/or direct experience with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA) and the Personal Health Information Protection Act (PHIPA), their associated regulations and with FOI/Privacy Office administrative operations.
- Experience in undertaking information privacy impact assessments or equivalent experience in the analytical review of information technology privacy or security controls preferred.
- Experience interpreting and applying statutes and regulations applicable to privacy and access to information issues. Prior legal or paralegal experience would be an asset.
- Strong critical/analytical thinking, problem-solving, dispute resolution and negotiation skills; capable of multitasking, balancing the need to resolve issues quickly with an effective and thorough analysis.
- Self-starter with a proven ability to work independently and within a team.
- Demonstrated ability to identify and take appropriate steps to mitigate risks.
- Knowledge of information technology project management, technology (software or hardware) development and/or technology operations management preferred.
- Knowledge of the healthcare sector or direct hospital administrative or clinical support experience preferred.
- Excellent computer skills utilizing office productivity tools including email, word processing, database and spreadsheet applications.
- The Coordinator position requires a candidate with a high level of integrity, judgment, problem-solving, initiative and professional competence. All communications must be achieved with a high level of respect, courtesy, understanding and professionalism.
Qualified candidates are invited to submit their resumes and cover letters, in one document, quoting file 171429, to:
Sunnybrook Health Sciences Centre