Health Informn Specialist

The Health Information Specialist, Regional Coordinated Access, is responsible for providing oversight supports to the administrative team that delivers referral management, scheduling, and program coordination for the East Region Regional Coordinated Access program. This role ensures the consistency and quality of administrative processes across the region, oversees workload distribution, and serves as a resource for privacy-related inquiries, release of information (ROI) requests, and data quality. The Health Information Specialist also provides mentorship and guidance to the secretary team, monitors workflow efficiency, and supports compliance with organizational policies, privacy legislation, and performance standards.

KEY DUTIES AND RESPONSIBILITIES:

Team Leadership & Oversight

• Provide day-to-day supervision, guidance, and mentorship to administrative staff supporting referral management, scheduling, and documentation.
• Oversee workload distribution, monitor productivity, and adjust assignments to ensure timely processing of referrals and client communication.
• Serve as the first point of escalation for administrative issues, troubleshooting problems before escalating to the Clinical Manager.
• Support onboarding, training, and professional development of administrative team members.
• Monitors key performance indicators (KPIs), including but not limited to: referral processing times, request of information (ROI) completion timelines, accuracy rates, & staff satisfaction.

Referral & Administrative Process Coordination

• Monitor regional referral queues to ensure all referrals are processed in a timely and consistent manner
• Ensure accurate data entry in electronic health record systems and standardized documentation of referral outcomes.
• Track and report on key performance indicators related to referral volumes, timeliness, and administrative efficiency.
• Maintain and improve bring-forward systems, scheduling processes, and file management protocols to ensure smooth operations.

Privacy & Release of Information (ROI)

• Act as a program-level resource for privacy inquiries, supporting compliance with PHIPA and organizational privacy policies
• Process and coordinate ROI requests, ensuring proper consent, documentation, and secure transmission of information.
• Collaborates with the Health Information Management team to resolve privacy concerns, data quality issues, and audit findings.
• Participate in privacy audits and contribute to the development of standard operating procedures for information management.

Communication & Stakeholder Coordination

• Coordinate administrative communication with clients, referral sources, and partner organizations, ensuring clarity and timeliness.
• Prepare agendas, minutes, and follow-up documentation for regional administrative meetings and knowledge exchange sessions.
• Serve as a liaison between administrative staff and program leadership to keep information flowing and issues addressed promptly.

Program Support & Quality Improvement

• Identify opportunities to streamline referral management processes and propose workflow improvements.
• Contribute to data collection, analysis, and reporting to support continuous quality improvement and program evaluation.
• Participate in regional planning exercises, supporting operational readiness and fidelity to the Provincial Coordinated Access (PCA) model.

Health & Safety

• Ensure administrative practices follow health and safety standards and privacy regulations.
• Identify and report client, staff, and environmental safety concerns and participate in implementing corrective actions.

Freedom of Action

• Works independently within established program and organizational policies.
• Exercises judgment in resolving day-to-day administrative issues and prioritizing workload.
• Escalates complex privacy issues, staffing concerns, or process barriers to the Clinical Manager.

EDUCATION AND EXPERIENCE:

• Post-secondary diploma or certificate in office administration, health information management, or related field required.
• Minimum 3–5 years of administrative experience, with at least 1–2 years in a team lead, senior secretary, or coordinator capacity.

SKILLS:

• Strong understanding of referral management, scheduling, and health information processes.
• Knowledge of privacy legislation (PHIPA) and release of information practices.
• Demonstrated ability to lead and support a team, including coaching, mentoring, and workload monitoring.
• Excellent organizational skills and ability to prioritize tasks under pressure.
• Proficiency with Microsoft Office Suite, referral management systems, and electronic health records.
• Exceptional written and verbal communication skills, with professionalism and discretion.
• Strong attention to detail and ability to maintain confidentiality.
• Comfort working in a virtual/hybrid environment and across multiple sites.
• Ability to work collaboratively with clinical teams, management, and external partners.

Link to OPSEU Wage Table-This position is part of the OPSEU bargaining unit

Vacancy Available 1

Job Posting Closing: November 24th at midnight. Please note any job applications after the closing date will not be considered.