Client Records

**Alzheimer Society of Ontario**

**The Alzheimer Society’s **vision is a world without Alzheimer’s disease and other dementias. Our mission is to alleviate the personal and social consequences of Alzheimer’s disease and related dementias and to promote research.

**Our Values**
Collaboration Accountability Respect Excellence

**Client Records and Information Systems Manager (18-Month Contract)**

Reporting to the Chief Operating Officer and working closely with the Manager, Centralized Client Management Project, the Client Records and Information Systems Manager is responsible for managing and maintaining a new, Ontario - wide centralized client management database to ensure ongoing data integrity,
Alzheimer Society’s in Ontario (ASiO) training compliance and overall database management.

This role will participate in the architecture, design, implementation, and steady-state support of a new provincial - wide client database, and is responsible for investigating, evaluating, and recommending database functions, structure, reporting and processes to ensure the database is structured to meet the needs of the organization.

**What You’ll Be Doing**

**Data Management**:

- Oversee AlayaCare database to ensure ongoing data quality.
- Act as the Lead Database Alzheimer Society of Ontario (ASO) Super User, and Lead Level 1 database support; oversee, manage, and resolve all ASiO support (ticket) requests.
- Maintain user accounts, roles, permissions, and support audit requirements and requests.
- Generate reports, analyze data, provide standardization oversight and support.
- Work with the Database Project Manager to strategize, develop and establish rules of operation to implement across database for all users.
- Inform the development of database policies and procedures.
- Working with the Senior Director of Provincial Programs & Partnerships (or Clinical Operations Team), ensure that standardized clinical protocols (e.g., forms, screening tools, data elements, etc.) are embedded into system configuration.
- Working with the Director, Strategic Programs and Partnerships; overseeing the development and implementation of programs/service-related change-requests.
- Strategize and identify outstanding needs within the AlayaCare database based on needs of ASiO.
- Provide recommendations to, and make updates to database functions, structure, coding, reporting and processes.
- Identify potential major issues or security risks with datasets or databases and provide solutions.
- Work with local Societies to support data transition deliverables and update processes to support local implementations.
- Develop and manage database guides, workflows, and training materials, as required.
- Provide required training of new product releases, standardization efforts and support general ASO change management efforts.
- Work with ASO privacy officer to ensure ASiO compliance.

**Reporting**:

- Working with the Director, Strategic Programs and Partnerships, strategize and identify outstanding needs within the AlayaCare database based on needs of ASiO. Provide recommendations to, and make updates to database functions, structure, coding, reporting and processes.
- Working with the Senior Director of Provincial Programs & Partnerships (or Clinical Operations Team), ensure that provincial reporting requirements for various Ministries (e.g., Ministry of Health) are embedded into system configuration and data exploration.
- Perform audits (privacy and functionality) for ASiO and ASO from AlayaCare
- Manage reporting and data collection for the annual audit and special projects for AlayaCare.
- Generate reports, analyze data, provide standardization oversight and support.
- Attend CCMP Committee Governance meetings, review, discuss and present solutions to change management requests. Action any meeting change requests outcomes.

**Quality Control**:

- Mitigating risk by ensuring all privacy policies are adhered to.
- Manage maintenance of the AlayaCare database.
- Oversees the accurate and efficient data entry of confidential, client, member, volunteer, and other data using AlayaCare _._ This includes verification of data entered, flagging discrepancies/errors, and proposing solutions.

**User Relations**:

- Strategize, plan and implement ongoing training needs program for ASO and ASiO for all ongoing AlayaCare database requirements.
- Delegate tickets of database user requests to team members.
- Resolve high risk user’s problems in a timely manner and liaise with AlayaCare support wherever necessary.
- Liaise with other team members or departments and local societies as necessary.
- Provide special project support as new Societies onboard the shared database.
- Attend, contribute to and administratively support the ASiO Steering Committee and related working groups.
- Work in collaboration across all departments within ASO and across ASiO requiring database information.
- Work with Alayacare and the ASO project team to i