EOI-Clinical Coordinator

Job Description

Title: Clinical Coordinator

Reports to: Primary Care, Manager – Midtown Kingston Health Home

Position Type: Permanent – Part-Time (0.6 FTE 21 hr/week)

Salary: $ $43.15/hour

Vacancy Status: New Vacancy

Location: Access+ Clinic 791 Princess st

Position Summary

The Clinical Coordinator is responsible for coordinating day-to-day operations, supervising staff and overseeing and coordinating activities, deliverables and program operations at the Access+ Clinic site. This includes but is not limited to coordinating programs and services in clinic and in outreach settings, whether it includes one-on-one appointments or group settings. Specific areas of focus will be around clinical services for unattached populations, specifically, well baby care, pre-natal care, refugee health, cancer screening/ prevention, and sexual health clinics. The core pillars of work of this position includes coordinating clinic staff and operations, communication/ promotion, and collaboration with partners.

The Coordinator is responsible for a wide range of administrative and logistical duties such as scheduling and supporting staff and overseeing the clinical space as well as ensuring compliance with relevant policies and procedures (e.g., considerations for safety, infection control, quality improvement initiatives, and ensuring excellent client service). The Coordinator works collaboratively with a multidisciplinary team to meet community needs and funder requirements.

This position reports to the Manager, Primary Care at Midtown Kingston Health Home and oversees the staff and budget of the Access+ clinic including the refugee health program.

Key Responsibilities 

Clinic Program Coordination

• Responsible for overseeing the operational plan for the Access+ Clinic.
• Oversee the communication and promotion efforts (scripts, key speaking points, flyers/ brochures/ posters, drafting of social media posts).
• Lead the planning and implementation and effective delivery of clinical services for unattached populations.
• Develop and roll out various outreach strategies in the community linked to specific health promotion campaigns, provision of information and referrals, promotion of programs services and special events. (ie HPV screening for unattached).
• Coordinate the well baby care clinic, regional pre-natal OB wheel, refugee health bridging clinic, cancer screening clinics and sexual health clinics.
• Maintain formalized referral pathways for intakes (ie refugee health or pre-natal)
• Set realistic program workplans and goals and capture data aligning with reporting requirements and community objectives.
• Develop and maintain health information resources and displays as appropriate based on organizational plans and communication strategy. This includes ensuring all programming information is included in program calendars.
• Support implementation of quality improvement initiatives & research activities.
• Develop program plans, funding requests, reporting, and program implementation.
• Ensure meaningful staff and community involvement in the planning, delivery and evaluation of the projects based on our values of interdisciplinary teams and collaborative approaches.
• Monitor select operational budgets and resource usage for optimal program delivery.
• Coordinate and oversee work plans of all staff working at Access+ site.
• Organize and facilitate team meetings regularly.
• Coach and motivate staff, including suggesting and arranging professional development opportunities aligning with the program's objectives.
• Ensure staff comply with all relevant policies and procedures.
• Provide internal opportunities for staff in-service training and team building.
• Organize case conferences and working groups to support client care and clinic efficiency.
• Ensure communications with staff are timely and effective in supporting operational goals.

Data Analysis and Evaluation

• Develop a broad understanding of the underlaying pathway to connect unattached patients to necessary care in the FLA OHT region and within KCHC.
• Ensure relevant data is gathered, tracking key performance targets/ productivity
• Maintain records and statistical/recurring reports
• Draft reports as needed for review by Director.
• Make recommendations to Manager/ Director that support programs/services which are client centred, integrated, evidence-based and consistent with best practices.
• Demonstrate appropriate attention to detail and strong time management skills.
• Take active part in quality improvement initiatives as well as program evaluation exercises.

Relationship Building

• Act as a direct liaison with community and program partners and groups, and other organizations to assist in relationship development, collaboration, resolving issues or challenges in a timely and professional manner to help achieve goals.
• Develop and maintain both informal and formal community networks and partnerships and work effectively with community partners to implement collaborative programs and initiatives, support civic engagement and capacity building.
• Establish effective relationships and collaborative arrangements with other KCHC programs; participate in various internal meetings and committees involving staff, volunteers, students, and/or clients.
• Collaborate with others and promote a positive work environment in all aspects of work.  Foster integration and partnerships.
• Create collaborative pathways to connect individuals with services and connect unattached patients to ongoing care, as needed.

Administration

• On-site lead for coordinating resolution to facilities and security issues.
• Actively participate in the organization's planning and evaluation framework by developing and fulfilling an annual work plan, evaluating services and programs to ensure that objectives are met and making changes to the day to day running of the projects based on evaluation findings, other evidence and community input.
• Onboard and oversee volunteers or students participating in the activities of Access+ Clinic.
• Develop and maintain information resources for the program and educational displays on selected health topics as required.
• Act as an expert/resource related to the electronic medical record (EMR) system and online appointment booking system.
• Supports communication activities for clients, community, and staff in portfolio.
• Collect and submit program statistics and reports on a timely basis.
• Provide administrative support/coverage as needed.

·   Responsible for scheduling staff and space (i.e., exam rooms, program rooms, outreach location) for program activities.

·   Assist as necessary.

• On occasion, perform other temporary duties as required.

Organizational Responsibilities

• Comply with all relevant legislation and KCHC policies, including privacy laws
• Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)  
• Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
• Supports consistent application and development of KCHC policies and procedures
• Supports KCHC's student and volunteer placement programs
• Promotes awareness of and participation in KCHC activities
• Demonstrated commitment to continuous learning and quality improvement
• On occasion, perform other temporary duties as required

Basic Education and Experience Requirements

• Undergraduate degree in relevant discipline (e.g., Health Sciences (including Nursing), Social Work, Education, Health Promotion, Social Sciences) or a combination of or combination of education and extensive related experience;
• 3+ years' program coordination or project management experience with progressive responsibility in a community or health setting;
• Experience in program development, implementation, monitoring, and evaluation;
• Formal training or demonstrated experience using quality improvement techniques is an asset.

Knowledge, Skills and Abilities

• Evidence of high levels of organization, time management and communication skills, (oral and written, for a variety of audiences);
• Ability to work cooperatively and problem solve using effective negotiation and people management skills in a team based environment;
• Proficiency in the use of computers and relevant software applications, including EMR (Telus PS Suite), MS Office and Online Appointment Booking systems.
• Strong planning skills. Ability to develop and achieve measurable improvements/ outcomes on a project basis;
• Ability to work in a fast-paced environment requiring on-going priority setting, multi-tasking situations and frequent interruptions;
• Awareness of, and ability to support, provincial and federal privacy regulations;
• Demonstrated ability to attend work on a regular basis and meet the physical demands of the position;

Other Requirements

• This position may require rare and occasional evening and weekend work, as necessary;
• This position is eligible for a hybrid working schedule (work from home, work from the office and work from outreach locations, as needed).
• Current and satisfactory Criminal and Vulnerable Persons Check;
• French or other language skills are an asset.
• Valid Driver's Licence, Driver's Abstract and proof of vehicle liability insurance as this is a requirement under KCHC's insurance provider (HIROC)

As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with  other staff and clients.

At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.

We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all. 

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4