Him Coordinator- Scheduling and Registration

POSITION: HIM Coordinator - Scheduling and Registration

PROGRAM: Health Information Management and Analytics

LOCATIONS: Sheppard and Jarvis Site

POSITION DETAILS: 1.0 FTE, 35 hours/week

COMPETITION: 23-019

The Garry Hurvitz Centre for Community Mental Health at SickKids (GH-CCMH) is a child and youth mental health centre integrated with The Hospital for Sick Children (SickKids). GH-CCMH is also a core service provider within the Toronto region of Child and Youth Community Mental Health Providers. As such, the Centre has an ambitious agenda to provide the highest quality evidence-informed care offering a range of services from prevention and early intervention through counselling and therapy, assessment and intensive supports. Services are provided in both in-person and virtual formats. As an employer, the Centre strives to reflect the many diverse cultures and identities represented in the children, youth and families we serve and seeks to provide an inclusive and equitable workplace. We are also connected to the continuum of mental health services for children and youth supported by SickKids: the Brain and Mental Health Program, the SickKids TeleLink Mental Health Program, the SickKids CCMH Learning Institute and our online resources through AboutKidsHealth. Find out more about GH-CCMH.

**The Scheduling and Registration Coordinator will be responsible for the client scheduling process and facilitate the delivery of clinical services by providing a high level of support and assistance to clinical staff, clients, and families. This position includes two key roles; Client-facing and non-client-facing, that work together to provide excellent customer service and administrative support for staff and clients. This position will cover afternoons and evenings, from 12pm to 8pm.**

**Key Responsibilities**:
**Scheduling**
- Answering phone calls and returning messages through MHAP program for general waitlist inquires, validating information in information systems including Admission, Discharge and Transfer (ADT), general inquiries from professionals, referring out for out of catchment or not in the age bracket for services.
- Manage internal referrals by inputting them into client information systems, assigned to appropriate staff to make decisions about acceptance of the referral, send to health records when accepted or declined.
- Maintain appointment schedules on the electronic scheduling system and notify clients, families and staff of any updates or changes to their appointments
- Photocopy, scan, and fax documents as required
- Coordinate various interdepartmental activities and requests such as: update client information; check clients in for their appointment, schedule follow-up appointments or request collateral information from external providers
- Input scheduling data into the electronic scheduling system and produce reports to support staff and managers in managing client flow
- Communicate with inter-professional team members within and outside of the organization to coordinate the bookings, or information sharing
- General Scheduling duties including calendar management, and monitoring multiple inboxes

**Registration**
- Greet clients in a professional and pleasant manner upon arrival at the site to collect and document relevant information, as applicable
- Review, update or enter registration, discharge, and client transaction information
- Collate clinical data and relay this information in a precise and timely manner to colleagues within and outside of the organization
- Follow up with referees on incomplete information
- Assume responsibility for identifying and advancing issues and concerns with the HIM Analyst or HIM Supervisor in a time sensitive manner
- General Registration duties including file and document management.

**OHIP Billing**
- As a member of the HIMA team, act as a OHIP billing administrator by supporting physicians with OHIP billing management, reconciliation, and submission, and working with physicians, leadership and Finance on issues related to OHIP billing
- Act as the liaison for external contacts

**Organizational**
- Assist in the efficient and effective operation of the HIMA department
- Provides coverage for Centre reception sites on a rotational basis, including management of telephone systems, responding to and appropriately redirecting client enquiries.
- Participate in the design, development, and implementation of electronic scheduling tools and processes
- Performing other duties as assigned

**Other**
- Complies with the organization’s vision, policies and procedures
- Performs other tasks as assigned by management

**Qualifications**:

- Health Information Management Diploma / Degree or Medical Office Administration certificate required
- Graduate of a CHIMA accredited HIM program preferred
- Certified and in good standing with Canadian Health Information Management Association (CHIMA)/Canadian College of Health Information Management (CCHIM) preferre