Health Information Management Coordinator- Scheduling and Registration

Health Information Management Coordinator
- Scheduling and Registration (#26-011)

PROGRAM: Health Information Management and Analytics

POSITION DETAILS: Regular, 1.0 FTE, 35 hours/week

EXISTING VACANCY: Yes

LOCATION: Sheppard site

HIRING RANGE: $61,820-$65,170, compensation commensurate with experience

COMPETITION: 26-011

The Scheduling and Registration Coordinator will be responsible for the client scheduling process and facilitate the delivery of clinical services by providing a high level of support and assistance to clinical staff, clients, and families. The role includes both client-facing and non-client-facing responsibilities, working together to ensure high-quality customer service and efficient administrative operations. As a Health Information Management professional, the position supports data quality through auditing, validation, reporting, and maintenance of the paper records and electronic health record (EHR) system.

The role operates across three shift types—morning (8:30 a.m.–4:30 p.m.), afternoon (10:00 a.m.–6:00 p.m.), and evening (12:00 p.m.–8:00 p.m.)—with scheduling flexibility required to meet operational needs.

Key Responsibilities:

Scheduling

• Answer phone calls and return messages through MHAP program for general waitlist inquiries, validate information in information systems including Admission, Discharge and Transfer (ADT), and respond to general inquiries from professionals, referring out for out of catchment or not in the age bracket for services.
• Update and maintain waitlist and enrollment records to ensure accurate and up-to-date information in the system following appointments.
• Schedule and coordinate assessments and follow-up appointments, including communication with patients and families by email or phone.
• Maintain appointment schedules on the electronic scheduling system and notify clients, families and staff of any updates or changes to their appointments.
• Photocopy, scan, and fax documents as required.
• Coordinate various interdepartmental activities and requests such as: updating client information, checking clients in for their appointment, scheduling follow-up appointments or requesting collateral information from external providers.
• Input scheduling data into the electronic scheduling system and produce reports to support staff and managers in managing client flow.
• Communicate with inter-professional team members within and outside of the organization to coordinate bookings or information sharing.
• General scheduling duties including calendar management, and monitoring multiple inboxes.

Registration

• Greet clients in a professional and pleasant manner upon arrival at the site to collect and document relevant information, as applicable.
• Review, update or enter registration, discharge, and client transaction information.
• Collate clinical data and relay this information in a precise and timely manner to colleagues within and outside of the organization.
• Follow up with referees on incomplete information.
• Assume responsibility for identifying and advancing issues and concerns with the HIM Analyst or HIM Supervisor in a timely manner.
• General registration duties including file and document management.

Client Health Information

• Coordinate access, disclosure, retention, archiving and destruction of personal health information (PHI) including digital recordings.
• Ensure appropriate consent for release of information and confidential transfer of PHI.
• Develop and maintain detailed and organized systems for tracking health record inventories.
• Ensure the security of information pending incident/complaint/investigation.
• Liaise with colleagues at all levels of the organization to present information to teams, resolve issues, etc.
• Process requests related to access and/or disclosure of PHI according to established policies and procedures, applicable provincial statutes and legislation (PHIPA).
• Manage release of information requests ensuring compliance with legislated response times.
• Act as a resource for inquiries regarding access and disclosure of PHI.
• Compile statistical data and prepare reports related to release of information requests.

Organizational

• Assist in the efficient and effective operation of…