Clinical Quality Coordinator

The Chief Nursing and Clinical Officer (CNO) is seeking an experienced Clinical/Quality Coordinator to support the operations of the national portfolio. The CNO’s national portfolio includes enterprise wide Quality, Risk, Privacy, Clinical Practice, Patient Safety, Patient Experience, Health Information and Clinical Informatics. The Clinical/Quality Coordinator will act as a seamless extension of the CNO and will work closely with the other portfolio management team members.

This role requires attention to detail, solid organizational skills, and the ability to meet tight deadlines while juggling multiple critical requests across our national team. The ideal candidate will be an experienced Clinical/Quality Coordinator who can support a number of operating systems with demonstrated ability to respond effectively and efficiently while maintaining flexibility and composure.

The individual in this role must understand business priorities, proactively anticipate needs, and drive improvements to build capacity for the CNO and management team. A high level of integrity and discretion in handling confidential information as well as professionalism when dealing with internal and external stakeholders is critical. The successful candidate will possess the ability to complete complex tasks autonomously, react with appropriate urgency, and take effective action.

Areas Of Responsibility

• Portfolio Operations

• Manages the Clinical/Quality Response Team (CQRT) system, provides first level contact via email, triages inquires to the appropriate team members, inputs into CRM database and tracks for timeliness of completion, follow ups on outstanding items and provides data analysis and reports to CNO and management team members on an ongoing basis. Data is presented at the Monthly Department Meeting and the Monthly CQRT Inquiries & Review Meeting.

• Design and manage Infobay site and ensure all relevant content is up to date and track outstanding management areas and escalates as required

• Supports in keeping the Portfolio’s Policy & Procedures up to date and tracks outstanding management areas and escalates as required

• Supports the tracking of activities and reports through the Portfolio related to Accreditation, Claims Management, Privacy Breeches, Risk Incidents, Safety Concerns, Patient and Family Engagement, Complaints

• Manages the French Translation process for the portfolio.

• Supports the Clinical Management Orientation (CMO) process by sending welcome packages to new managers, tracking training completion, adding managers to relevant distribution lists/education calls, and providing certificates of completion.

• Facilitates CQ-HIP Education Calls process by obtaining proposed agenda items, getting approval from CNO and preparing the slide deck.

• Facilitates the Monthly Department Meeting

• Co-facilitates the Monthly CQRT Inquiries & Review Meeting

• Runs reports for Clinical Education Completion such as but not limited to; Dementia eLearning, Independent Double Check for High-Alert Medication Administration, CMO 1 & CMO 2.

• Responsible for the participant registration and tracking of INS Infusion and Vascular Access Program (IVAP)

• Co-ordinates LEAP education through Pallium, recruits/registers participants and tracks completion

• Prepares agenda, slide deck and records minutes for the Executive National Quality/Risk, Patient Experience & Privacy Executive Steering Committee

• Supports both the Director of Quality/Risk and the CNO with Claims Management Process

• Maintains distribution lists on behalf of CQ-HIP team

• Assists with project development/roll-out as required (ex. Let’s Talk, Bayshore, InfoBay Page Design/Development, New P drive, Patient Experience Week, Violence Prevention Program, etc.)

• Assists with onboarding of team members

• Responsible for sending all communications/education sessions on behalf of Team CQ-HIP & CNO.

• Supports with survey monkey creation and reporting

• Administration Duties

• Act as a liaison for the CNO and assists with reports, presentations and communication preparations for format, content, grammar and spelling

• Management of complex calendar, scheduling and logistics to support the CNO and coordinate team meetings, clinical, quality & education offerings, orientation, special projects and other meetings/workshops

• Organize, execute, and support the management team activities (management team meetings, all staff meeting agendas, reports, products, enterprise wide meetings, off-sites, catering, and team social events)

• Track and help drive completion of key deliverables, meeting action items and follow up on outstanding items

• Provide ongoing support to the CNO’s external business associates, clients, provincial and national committees

• Renewal of CNO’s memberships and subscriptions

• Manages travel schedules, book travel & hotel arrangements as requested.

• Prepares PDF fillable documents and Office 365 forms for team members/branches as requested.

• Responsible for collecting mail sent to head office for Team CQ-HIP members and filing in CNO’s office.

• Manages Organizational Chart for portfolio

• Other duties as assigned

Job Qualification

Requirements

• College Diploma in Business Administration, or an acceptable combination of education and progressively responsible experience, Degree preferred

• 4 + years of direct work experience in an Clinical/Quality Coordinator capacity in a healthcare environment

• Superior hands-on experience with Microsoft Office applications, including word, excel, PowerPoint, Outlook

• Experience in documentation management systems and client relationship systems would be an asset

• Able to write and format moderately complex correspondence, including memos, letters.

• Excellent writing skills, including proper spelling, grammar, and punctuation

• Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision

• High level of sound and independent judgment, reasoning, and discretion

• Ability to interpret and implement company policies and procedures

• Professional, responsive, and positive work attitude is essential

• Resourcefulness and flexibility

• Previous experience in handling confidential or sensitive information; knowledge of applicable healthcare standards and data privacy laws

• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items

• Able to maintain filing systems and databases

• Meticulous records maintenance skills

• Superior telephone manners and strong interpersonal skills

• Strong verbal skills to communicate with all levels of the executive team

• Strong customer service orientation

REPORTING RELATIONSHIPS

The Clinical/Quality Coordinator reports directly to the CNO

STANDARDS OF PERFORMANCE

The Clinical/Quality Coordinator must demonstrate ongoing competency in completing all duties and responsibilities of this job description as well as specific goals and objectives that are agreed to.

PERFORMANCE REVIEW

Performance will be reviewed on an ongoing basis with a formal or informal review at the end of the three month probationary period and subsequently, on at least an annual basis. Input will be sought from employees at the National Development Centre, the Portfolio team members and potentially employees in the Branch Offices, will be based on client feedback and on the extent to which job performance meets expectations.

Duration

This is a temporary position with a duration of 6 months

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