Manager Records Management - Vancouver General Hospital

REQ: 
PHC21-127373
Work Area: 
Records Management
Base Site: 
Vancouver General Hospital
City: 
Vancouver
Status: 
Regular Full Time
FTE: 
1.00
Job Category: 
Health Information Management
Management/Non Union
Category: 
Acute Care Hospital
Hours: 
0800-1600

Summary

Reporting to the Regional Manager, the Manager, Records Management 2 is responsible for overseeing the full-scale (24/7) day-to-day operational requirements of specified HIM Services at designated site(s) of greater operational size and complexity within the Organizations (i.e., FH, VCH, PHC, PHSA). Supervises a large number of staff for the assigned site(s) which includes making determinations on selection decisions, establishing performance expectations, conducting performance evaluations and resolving disciplinary matters. Manages human, financial and material resources for the larger sites and engages in short and long-term resource planning. Oversees operating budget including ensuring the site(s) operates within assigned budget. Provides feedback into operating and capital budget process by reviewing operations and bringing forward issues and ideas for changes required to budgets. Develops and implements policies and procedures in accordance with organizational and legislative requirements in collaboration with the Regional Manager and other members of the HIM management team. Participates in the development of HIM goals and objectives. Liaises with medical and nursing staff, and various other stakeholders at all levels as well as external agencies to communicate policies and procedures. Strives to enhance service delivery, leads quality assurance activities and fosters partnerships with user departments.

Skills

Demonstrated knowledge of health records management systems, policies and procedures.
Demonstrated leadership, coaching, and mentoring skills to ensure a working environment that supports effective service delivery.
Demonstrated understanding of user needs to develop solutions, achieve targets and ensure user needs are met.
Strong interpersonal and dispute-resolution skills to effectively deal with a variety of stakeholders both internal and external to the organization.
Demonstrated problem-solving and decision-making abilities to address complex and diverse systems, which could have a significant impact on patient/client care.
Ability to communicate effectively orally and in writing at various levels of the organization.
Demonstrated knowledge and ability to develop quality improvement programs.
Ability to organize and prioritize own work and that of others in a large-scale complex or multiple site environment with 24/7 operations.
Ability to supervise a large number of staff.
Ability to organize and prioritize own work and that of others.
Ability to operate related equipment, including relevant computer applications.
Physical ability to carry out the duties of the position.

Education

Bachelor’s Degree in Business Administration, Health Information Management or other related field plus six (6) or more years’ recent, related experience in a large, complex health information management environment including three (3) years’ supervisory experience or an equivalent combination of education, training and experience.

Duties

Coordinates the day-to-day operations of the assigned large-scale HIM site(s) by providing key management support to ensure the overall effective utilization of respective staff, services and equipment. Investigates and resolves operational issues involving service level concerns or staff performance issues. Prioritizes workload and delegates and adjusts staff work assignments. Establishes related service targets, and monitors progress and staff productivity.
Supervises a large number of staff including work allocation, training, and problem resolution. Selects, evaluates, disciplines staff up to and including termination. Participates in the handling and resolution of grievances and represents the employer in third party proceedings as required.
Develops site-specific orientation plans and ensures the deployment and implementation. Develops and implements appropriate staff development and retention plans. Supports organizational requirements for scheduling and supervising health information student practicums.
Leads the development, implementation and review of site-specific policies and procedures and ensures compliance with all site and HIM-wide policies and procedures regarding HIM services for their area (e.g., health records management and record processing, release of information and/or other services as applicable). Collaborates with other HIM staff to ensure standardization and consistency.
Manages and builds effective relationships with internal stakeholders such as clinical leaders, physicians, supervisors, other managers and directors in user departments throughout the organization.
Ensures effective communication channels are developed to ensure consistent and expeditious transfer of information between HIM and the organizations’ personnel. Ensures Regional Manager is apprised of any areas of concern and develops and/or adopts strategies to mitigate any impacts to effective service delivery at assigned site(s).
Monitors the assigned site(s) operating budget in collaboration with the Regional Manager; monitors and tracks workload statistics, prepares relevant reports for Regional Manager, and ensures resources are deployed effectively. Provides input into the capital equipment planning process.
Oversee operations ensuring operations are within the assigned budget. Provides feedback into the budgeting process by reviewing operations and bringing forward issues, ideas on changes required to the budget.
Oversees release of information and records completion processes including reporting on legal and risk management cases according to policies and procedures and initiating billing processes as required. Follows up with physicians and/or other staff/departments on unresolved issues.
Develops and maintains a master staff rotation; liaises with centralized scheduling service; approves vacation, overtime and leaves of absence in accordance with departmental policies and procedures.
Collaborates with IMIT staff and other HIM staff on the implementation and maintenance of computer software and systems in assigned areas.
Ensures workplace safety for staff and students; reviews and implements policy and procedures relating to staff and patient safety.
Develops essential service plans for health information management staff at assigned site(s).
Participates in the development and implementation of quality indicators at assigned site(s) and participates in other HIM quality improvement activities as required.
Recommends, plans and organizes the efficient use of space and equipment in respective work areas.
Participates on organizational and external committees and represents the Regional Manager at meetings at both the site(s) and regional level as requested.
Maintains knowledge of current developments in records management services by reviewing relevant literature, consulting with industry peers/colleagues, and attending relevant educational sessions.
Performs other related duties as assigned.