Case Administrator

**Job No**:
**CPSBC485**
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**Location**:
**Vancouver, BC**
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Reporting to the practice investigations manager and in accordance with College policies and procedures, the case administrator is responsible for managing investigative files associated with practice investigations authorized under section 33(4) of the _Health Professions Act_. This position works closely with the deputy registrar and members of the Inquiry Committee and is responsible for managing practice investigation files and providing confidential administrative support to the committee chair and members.

**DUTIES AND RESPONSIBILITIES**:
Duties include but are not limited to the following:
**File management and administrative support**
- open, maintain and organize files assigned to a section 33(4) practice investigation from other panels of the Inquiry Committee, referrals from other College departments, duty to report matters, external organizations such as the Ministry of Health, and other third-party concerns
- review files for completeness, consistency and accuracy
- liaise with internal staff in other departments and request information, such as PharmaNet profiles from drug programs or peer practice assessment material from quality assurance, if relevant
- liaise with internal staff in other departments, such as registration, health monitoring and non-hospital medical and surgical facilities accreditation program, if necessary
- for files referred by Panels B and C of the Inquiry Committee, complete the concluding steps for the complaint file, arrange interviews with the registrant(s), and open a new practice investigation file
- manage a bring-forward system and send letters enclosed with relevant documents to physicians and/or their legal counsel accordingly
- respond to calls from registrants regarding the practice investigation process as well as scheduling of interviews and conference calls
- communicate with external parties, including physicians, legal counsel, complainants, health authorities and outside agencies
- coordinate and schedule meetings, interviews and conference calls, and review, photocopy and distribute related files and documents prior to meetings
- attend in-person interviews and conference call interviews, record minutes, and draft memoranda of interviews
- receive incoming practice investigation reports, review the reports for errors, accuracy and consistency, and provide a copy to the registrant and their legal counsel to review and provide a written response
- request medical charts from physicians and facilities, and coordinate the assessment of these charts, and provide a copy of the report or memorandum to the registrant to review and provide a written response
- request PharmaNet profiles and coordinate the assessment of these profiles
- review and triage incoming correspondence to determine next steps, and decide which matters need to be escalated to management for immediate attention
- accurately track various matters for follow up and further action
- send reminder notices to ensure investigations are conducted promptly
- develop and initiate mechanisms for tracking registrants with limits and conditions on their practice
- work independently and collaboratively with the manager, director, and other department staff
- draft and proofread all outgoing correspondence and other documents or reports
- provide confidential administrative support to the deputy registrar and identify issues that require the attention of the deputy registrar
- organize and coordinate skill and knowledge assessments with assistance from the director

**Inquiry Committee**
- liaise with medical reviewers to ensure that all material is appropriately compiled for the Inquiry Committee agenda and that committee directives are completed in a timely manner
- proofread drafts of the reviewer’s summaries and points for consideration to be submitted to the Inquiry Committee
- draft meeting agendas for Panel E of the Inquiry Committee
- compile and coordinate all supporting documentation for Inquiry Committee Panel E meetings, including preparing agendas, photocopying, scanning, and distribution of materials
- book meeting rooms or virtual meeting spaces, invite and confirm attendance of guests, and arrange necessary distribution of handouts, agendas and minutes
- arrange necessary IT equipment such as laptops, and catering
- proofread reports of the Inquiry Committee drafted by medical reviewers post-committee meeting
- take meeting minutes for Panel E of the Inquiry Committee
- draft correspondence enclosing the reports of the Inquiry Committee
- log further action items in iMIS for ongoing matters and complete the closing steps for files concluded by the Inquiry Committee
- liaise with College legal counsel regarding undertakings, reprimands and citations directed by the Inquiry Committee
- Records management
- sort, classify and file records generated for integration into an electronic or paper-based filing system

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