Manager, Patient Record Applications

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Information Systems and Technology, Level CJob TitleManager, Patient Record ApplicationsDepartmentDentistry Dean's Office | Faculty of DentistryCompensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End DateAugust 5, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position manages the Faculty of Dentistry's axiUm patient management and associated patient record systems. The incumbent provides instruction and direction to students, staff and faculty during scheduled instructional periods as well as throughout the academic year.

As the product expert, this position is responsible for ongoing communication with staff and faculty members related to axiUm best practices. Determines requirements from Faculty and Clinic Administration and works collaboratively with Dentistry's IT team to ensure objectives are met.

The Manager, Patient Records Applications ensures user and process needs related to the axiUm Practice Management and Electronic Health Record product and associated patient record systems are identified and prioritized for all Faculty of Dentistry clinics.

Organizational Status
Position reports to the Clinic Director. Interacts on a daily basis with faculty, staff and students in relation to clinic operations. Works collaboratively with the Dentistry Finance, and IT teams. Connects and collaborates with axiUm software vendor.

Work Performed

• Leads the use and enhancement of axiUm by understanding all functionality and features, including patient record management practices, financial records, insurance templates, fee guides, chair utilization, appointment booking, etc.
• Makes key decisions surrounding axiUm service inquiries, directly supporting end users and escalating matters as required.
• Partners across the Faculty of Dentistry community as required to define enhancements, support end users, and clear backlogs, while ensuring alignment with Faculty of Dentistry strategy, policy, and practices.
• Engages with business stakeholders to elicit requirements, ensuring enhancements and issue resolutions meet clinic business owner expectations. This role is also involved in governing patient record systems, resolving application issues, configuring system enhancements, and collaborating with technical support staff on system configurations.
• Defines and documents critical business process workflows so that they align with educational and clinic operational objectives.
• Create and execute recommendations regarding system configuration, software updates, and the implementation of new modules in the 'axiUm' software system.
• Enable rapid adoption of new functionality by supporting training material creation.
• Develop an assessment to measure and evaluate the impact of the training programs.
• Evaluate, recommend and implement best practices for the financial, reporting, and other administration modules of the axiUm patient record system.
• Monitors performance trends and identifies opportunities to improve standards.
• Identify, establish and report on key performance indicators that will demonstrate process improvements in each area.
• Perform root cause analysis and improvement solutions.
• Maintains appropriate professional knowledge of clinical information technology techniques and tools.
• Responsible for administration of axiUm including the use of the software well as addressing occasional system and user issues.
• Liaises with axiUm software vendors regarding user interface issues.
• Sets up axiUm user security rights and works with technical teams to ensure the data is backed up on a daily basis.
• Managing and scheduling product updates and upgrades.
• Responsible for ongoing axiUm orientation for all clinic users.
• Acts as the patient record application expert, understanding all functionality, features and applicability of patient record systems (e.g., axiUm, radiology, etc) for the UBC Faculty of Dentistry's clinic operations.
• Leads the development and implementation of business solutions, and programs, provides leadership and oversight on business change projects, and collaborates with others on integrated solutions and initiatives across other administrative/academic areas.
• Provides recommendations to senior management for changes to clinic procedures and policies related to improved financial control.
• Administers clinic user training for axiUm and associated patient record applications.
• Anticipates and analyzes trends in clinical technology and assesses the impact of emerging technologies on the business.
• Develops a release/enhancement road-map and backlog for product functionality.
• Partners with teams across the Faculty to align work, priorities and practices.
• Negotiates for, sources and obtains financial, physical, or human resources to support projects and programs.
• Works as a change agent within the Faculty of Dentistry and UBC community, playing a key role in soliciting feedback and fostering an agile, innovative, and collaborative experience.
• Understands the relationship/intersection between Faculty of Dentistry services and UBC's enterprise application landscape.
• Ensures a two-way dialogue between the Faculty of Dentistry and UBC communities of practice to align and integrate strategic visions and practices.
• Advocates for and ensures alignment with UBC's Data Governance Framework, as well as Privacy and Information Security practices.
• Other related responsibilities.

Consequence of Error/Judgment

Works independently and consults with Dentistry Finance and IT teams and Clinic Director.

Error in judgment may result in unfavourable or conflicting information that will affect academic and clinical teaching and patient care.

Supervision Received

Works with considerable latitude. Work is reviewed in terms of achievement of specific Faculty goals. Objectives provided by the Clinic Director.

Supervision Given
Supervises the Integrated General Practice (IGP) Coordinator.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the equivalent combination of education and experience. Experience leading product prioritization and guiding the delivery of technically complex initiatives.

Proven experience in process mapping and root cause analysis and improvement solutions.

Demonstrated experience in development and implementation of business solutions.

Willingness to respect diverse perspectives, including perspectives in conflict with one's own

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Training in specialized dental software systems strongly preferred. Knowledge of dental software systems and/or related enterprise level systems.

Experience working in complex academic environments is preferred.

Additional education and experience that would be considered strong assets include: Certificates in Business Analysis, Change Management, Project Management, and/or familiarity with Lean or Six Sigma methodology.

Ability to diagnose complications using formal problem-solving tools and techniques.

Ability to analyze underlying issues to generate multiple potential solutions.

Exceptional listening and questioning skills, combined with the ability to interact with a diverse group of employees in a respectful manner, determine problems and apply appropriate solutions.

Understanding of the operational aspects of how individuals and organizations experience change.

Respect for diversity, with the skill to manage differences professionally without personalizing issues.

Excellent written, verbal and interpersonal communication skills.

Excellent client service skills.

Ability to exercise sensitivity and diplomacy.

Ability to work independently and as a member of a team.

Excellent organization and problem solving skills.

Ability to prioritize workload and meet deadlines.

Effective presentation and instruction abilities.

Able to effectively coach, supervise and manage others.

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