Privacy & Freedom of Information (FOI) Coordinator — Ottawa ON

Reporting to the Chief Privacy Officer (CPO), the Privacy and FOI (Freedom of Information) Coordinator is responsible for overseeing the Royal Ottawa Health Care Group’s (The Royal) compliance with privacy legislation, Privacy Program, and FOI requests. This role ensures the protection of personal and personal health information, advises on access to records, and supports transparency and accountability.

Duties:

- Ensure organizational compliance with applicable privacy and FOI legislation and regulations.

- Support the organization in ensuring lawful authority to collect, use, and disclose personal and personal health information and safeguarding the confidentiality of personal and personal health information.

- Facilitate timely and lawful access to records in accordance with FOI requirements.

- Conduct Privacy Impact Assessments (PIAs) for new or evolving programs, systems, or initiatives.

- Manage the end-to-end process of FOI requests, including intake, review, redaction, and response.

- Assist in the investigation and management of privacy breaches, including documentation, mitigation, notification, and reporting to internal stakeholders and regulatory bodies as required.

- Apply privacy best practices and adheres to recognized industry standards in all aspects of information handling and protection and other duties as assigned by the CPO.

- Maintain and analyze metrics related to FOI requests, privacy incidents, and training compliance to support continuous improvement and reporting obligations, such as to the Information and Privacy Commission of Ontario (IPC).

- Collaborate with internal departments, such as Legal Services, Information Technology, Human Resources/Labour Relations, clinical staff, and external partners to ensure consistent application of privacy and FOI processes across the organization.

- Prepare reports and formal submissions to the IPC in response to investigations, reviews, and inquiries.

- Support the organization’s response to requests made under the Freedom of Information and Protection of Privacy Act (FIPPA).

- Contribute to the development and maintenance of privacy-related policies and workflows, including the review of consent forms, consent directives, and procedures for interactions with law enforcement.

- Identify and assess privacy risks and recommend mitigation strategies to ensure compliance with legislation and internal policies.

- Assist in the review of contracts and agreements with vendors, agencies, and service providers to ensure appropriate privacy provisions are included.

- Support the development and delivery of privacy education and awareness initiatives across the organization.

- Conduct orientation sessions for new staff, highlighting key privacy policies, procedures, and compliance expectations.

Qualifications:

- Two years College Diploma in Health Information Management or equivalent.

- Minimum three years’ experience in handling privacy within a healthcare environment, with experience and expert knowledge of interpreting and applying privacy legislation.

- Thorough knowledge of relevant legislation and standards, including the Public Hospitals Act, Mental Health Act (Ontario), Health Care Consent Act, Personal Health Information Protection Act (PHIPA), FIPPA, and applicable accreditation standards.

- Demonstrated understanding of privacy in healthcare environments, with practical experience in applying legislative standards to real-work situation.

- English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset.

Position:

Privacy & Freedom of Information (FOI) Coordinator
Regular Full-Time (1.0 FTE) Days

Program:

Legal Services

Location:

The Royal

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