Record Management Process & Standards Business Analyst

REQ: 
PHC19-117631
Work Area: 
RM & Reg - East Admin - FHA
Base Site: 
VCMH 520
City: 
Vancouver
Status: 
Regular Full Time
FTE: 
1.00
Job Category: 
Health Information Management
Category: 
Corporate
Hours: 
0800-1600

Summary

Within the context of a client and family centered model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Regional Manager, Records Management Process & Standards and Community Services, the Records Management Process & Standards Business Analyst is responsible for supporting Records Management process and standards and standardization specific to Health Information Management (HIM). The position participates and assists in the planning, design, strategies, standardization, implementation and delivery of efficient and cost effective Records Management services across Fraser Health, Providence Health Care, Provincial Health Services and Vancouver Coastal Health (collectively, the “Organizations”).

The main responsibilities of the role include ensuring Records Management processes and standards meet the needs of organizations while ensuring that standardized processes most efficiently use the resources of the portfolio. The Analyst reviews Records Management processes (such as document imaging, quantitative analysis, release of information, forms management) and assists in developing standard policies and procedures to implement best practice for both paper and electronic health records practices.

Works with stakeholders at all levels and inspires others to achieve goals and deliverables through facilitation, effective communication and addressing potential barriers to success. Communicates with all levels of staff and management to facilitate consensus, consult, negotiate and share information. Liaises with staff, consultants, other health care entities and other external agencies, as needed.

Skills

Comprehensive knowledge of Records Management processes.

Working knowledge of confidentiality guidelines and policies such as the Freedom of Information and Protection and Privacy Act and related legislation.

Knowledge of project management methodologies and techniques, principles and practices.

Knowledge of hospital and/or community operations.

Demonstrated ability to communicate effectively, both verbally and in writing, with all levels of the organization, including advanced report presentation and writing skills.

Effective facilitation skills and the ability to motivate and influence others.

Ability to provide guidance to staff and the leadership team.

Demonstrated knowledge of electronic health information systems, information management systems and current technologies.

Ability to manage, plan, implement, organize and problem solve in a complex dynamic environment and across multiple sites.

Ability to analyze operational problems and identify innovative solutions.

Ability to work effectively with people from various disciplines with varying degrees of functional and technical experience.

Effective interpersonal and facilitation skills including the ability to work effectively with diverse user community.

Experience in assessing policies and developing policies and procedures, and/or formulating recommendations.

Experience in developing and promoting adult education materials and facilitating workshops.

Ability to coordinate and lead work groups.

Ability to manage own work activities to achieve maximum efficiency.

Ability to effectively utilize related hardware and software.

Skilled in Microsoft Office for Business.

Physical ability to perform the duties of the position.

Education

Bachelor-degree in Health Information Management/Technology, Health Information Science or Business Administration or related field plus three (3) years of recent, related experience in a large multi-site organization or an equivalent combination of education, training and experience.

Completion of a program related to process improvement an asset.

Eligible for registration at the Certificate level with the Canadian College of Health Information Management (CCHIM) preferred.

Valid Class 5 BC Driver’s License and use of own vehicle preferred.

Duties

Assists in establishing policies and procedures to address needs of Records Management and the organizations and champion’s their approval and adoption by the organizations. Ensures consistency of standards, processes, guidelines and policies around Records Management processes. Provides support to ensure consistency of practice.

Develops training and education material to ensure employee awareness of and compliance with Records Management policies and procedures.

Works in collaboration with the HIM Managers/Coordinators at the organizations to ensure consistent Records Management processes and practices across HIM including assisting in developing procedure manuals and forms as required.

Promotes and assists in quality improvement initiatives by identifying, gathering and grouping data, conducting audits and monitoring internal controls.

Develops and coordinates plans and activities to facilitate specific process related projects that involve the implementation of new processes, services and/or applications, including application upgrades related to area of responsibility.

Conducts site visits of Lower Mainland facilities and provides assessments and recommendations to ensure compliance with HIM policies and procedures as required.

Liaises with the leaders and staff from all sites for the purposes of gathering information and communicating Records Management issues and problem resolution.

Participates and defines business requirement changes in application set-up that accompany changes in legislation, Ministry and/or organization directives.

Participates on inter-disciplinary teams across the organizations to provide subject matter expertise in the regulations, standards, policies and procedures for Records Management redesign and improvement.

Documents workflows and results of process analysis and obtains sign-off as appropriate.

Builds effective relationships with Legal, Privacy, Risk, Medical Administration, Professional Practice, Information Management Information Technology Systems (IMITS), Finance, and other key resources to successfully ensure Records Management process and standards are being followed. 

Prepares reports, presentations, and notices to inform stakeholders and/or for internal documentation purposes on changes in departmental policies, procedures, and standards, status of projects, or other information needs.

Performs other related duties as assigned.