Records Management Specialist, Temporary Full Time

7 days ago

Ottawa, Canada Home and Community Care Support Services Champlain Full time

**Home and Community Care Support Services Champlain** is one of 14 Home and Community Care Support Services organizations in Ontario. We are dedicated to ensuring our more than 64,000 patients annually receive the highest-quality health care and services at home. Our patient-care coordination teams help develop care plans for people of most ages, focused on maintaining each patient's independence and dignity. We also provide long-term care home placement services, and facilitate our patients’ access to the community-based services they need.

**Position Summary**:
Reporting to the Privacy Officer & Manager, the Records Management Specialist plays an active role ensuring the quality and accuracy of both electronic and legacy paper-based health records.
The Records Management Specialist also provides support for other parts of the organization related to health information management (HIM) processes and procedures. The Records Management Specialist is a key resource for the organization by reviewing and correcting the accuracy of electronic health records and client data.

**Primary Responsibilities**:

- Assists with the management of paper based health records, including tracking, archiving, retrieval and destruction, following all defined security and privacy practices
- Sorts, scans and distributes incoming mail for the organization according to established policies and practices
- Reviews document filing error reports and addresses service requests related to misfiled electronic documents and corrects filing errors. Closes service tickets within a predefined performance targets defined in the IS/IT Service Level Agreement as required.
- Deletes misfiled documents according to established best practices, appropriate safety controls and records management guidelines.
- Participates in the creation of content of training modules for ongoing training regarding health information management practices and processes in both the electronic document management and paper-based chart management areas
- Acts as a key resource to Clinical Care and Corporate Services Managers by identifying learning needs and making recommendations related to electronic document filing and management of source records
- Participates with all project teams in the development and implementation of consistent electronic filing and document management processes across Champlain LHIN, as required
- Provides input into the development of new Client Services and Team Assistant guidelines, procedures and processes related to electronic document filing and correction, as necessary
- In collaboration with Managers, supports change initiatives, enabling a smooth transition
- Gathers information, collects data, conducts research, summarizes information, and provides input to reports and projects, as required
- Participates as needed in quality improvement initiatives by assessing proposed guidelines, procedures and processes related to health information management, electronic document filing, for efficiency and effectiveness and making recommendations to managers for improvement
- Performs other related duties, as assigned

**Education and Experience**:

- High school graduation diploma
- One-year post-secondary education in Office, Business or Health Administration
- A minimum of two years’ progressive experience with Champlain LHIN, ideally in a health information management role

OR
- A combination of education and additional experience acceptable to Champlain LHIN
- Demonstrated experience in a mentorship/coaching role

**Knowledge**:

- Demonstrated knowledge of HCCSS electronic filing systems and records
- Demonstrated knowledge of paper-based health information management policies, procedures and practices including terminal digit filing systems
- Demonstrated knowledge and experience in health records archiving and destruction policies and procedures
- Ability to identify learning needs, determine priorities and establish appropriate learning programs
- Demonstrated experience in a mentorship/coaching role
- In-depth knowledge of CHRIS document filing, DMS and DMS Triage tool related business processes, policies, and procedures
- Extensive knowledge of processes related to the HIM role
- Experience in electronic document management systems in a health care environment
- Experience in researching and integrating information from a variety of sources into effective documentation such as guidelines, processes and procedures
- Demonstrated ability to work with a number of stakeholders
- Sound understanding of HCCSS policies, procedures, strategic directions and goals
- Knowledge of the health and business context in which HCCSS operates
- General knowledge of legislation pertaining to community health care organizations and health documentation maintenance and destruction practices

**Skills and Abilities**:

- Strong oral and written communication skills
- Demonstrates high level of initiative, discretion and sound judgment
- Flexible

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