Operations Leader, Health Records

Operations Leader, Health Records

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The Health Records Department is responsible for the security, confidentiality and privacy of Personal Health Information (PHI). As custodian of PHI, the Health Records Department is responsible for ensuring compliance with all relevant legislation pertaining to a patient’s PHI as well as managing the dissemination of PHI internally and externally. These services of the department include, dictation /transcription processing, retrieving and updating of patient information, chart completion auditing, release of information services including research requests, performing patient record merging for both paper and electronic records in the Electronic Patient Record (EPR).

The Operations Leader, Health Records is responsible for overseeing the daily operations of health records functions at a specific site. The focus of the role is to provide operational support, staff scheduling, statistical analysis, implementation of processes and practices to facilitate effective operational planning and decision making for the department. The Operations Leader collaborates with internal partners to address system/process/practice specific training needs for staff and participates in initiatives related to health records transformation.

• Co-ordinate front-line clerical operations, addressing needs and concerns ensuring standardization within Organizations and Bargaining Unit regulations (if applicable)
• Provides day-to-day support for all staff
• Plan and develop clerical support schedule for operational needs for the efficient operations of all areas of health records department
• Accountable for staff compliance with performance expectations and meeting standard health records processes, policies and procedures ensuring data integrity is maintained
• Trains and coaches employees in order to maximize work efficiency of each individual, and of the team as a whole;
• Ensures and follows-up with, employee’s adherence to Hospital and department policies, procedures and guidelines, and all applicable legislation;
• Provide and facilitates orientation sessions for new employees and re‑training sessions as needed;
• Monitoring incoming workflow and reassigns staff to different tasks depending on task priority
• Ensure that the daily in-flow of all PHI is processed to meet departmental turn‑around‑times in order to ensure the availability of information to support patient care
• Making recommendations for change in workflow/shift assignments, as requested and/or required, to ensure the department meets established targets.
• Facilitate and role model to resolve patient issues or team issues/conflicts. Manage concerns and complaints
• Develop orientation and procedural manuals to support new process, efficiencies and innovations among staff;
• In conjunction with the Manager, will provide recognition, performance feedback, coaching and mentoring to staff in health records with regards to work flow, data quality and process issues, utilizing best practices and quality improvement processes/practices and systems to enable individuals to achieve superior performance;
• Facilitates weekly respective team’s huddles and monthly department general staff meetings;
• Tracks department tasks through analysis and presents to Manager
• Assists with all Release of information inquiries if needed
• Creates reports for all release of information requests to maintain the 30 days turn‑around time legislated across Ontario.
• Monitors review of PHI packages prior to scanning to ensure completeness of documentation related to chart completion;
• Audits PHI documentation prior to sending documentation to the vendor for scanning to ensure the accuracy of patient demographic information.
• Work in collaboration with Patient Registration, Patient Experience, Privacy Office, Patient Safety and Risk Management to implement processes and improve service and revenue

• Five (5) years progressive Health Records experience required;
• Knowledge of relevant legislation governing Personal Health Information e.g., PHIPA required;
• Completed Diploma in Health…