Document and Materials Coordinator, Professional Practice

Summary

Providence Health Care is seeking a Document and Materials Coordinator to join its Professional Practice Department.

Reporting to the Director of Professional Practice or designate, the Documentation Coordinator:

• coordinates the development, approval and implementation of clinical documentation tools, administrative forms and Patient Health Education Materials
• works with clinical project teams and external vendors to design, develop, implement and navigate the approvals process for a variety of tools for clinical, research and administrative use
• uses a variety of software applications to produce reports and maintain databases and logs
• schedules and coordinates committee meetings, distributes agendas, takes minutes and follows up as necessary
• processes and disseminates information including confidential correspondence
• responds to inquiries regarding design, governance and production from internal and external sources as appropriate
• supports the preparation of statistical documentation related to forms and patient health education materials
• performs related clinical and administrative duties as required

This is a regular part-time opportunity hours/week.) Work hours are 8:00-16:00, and the schedule follows a rotation:

• Alternating Mondays
• Tuesday to Thursday
• Fridays, Saturdays, Sundays and Stat days: OFF

Education

• Two year diploma in business administration/management or a related discipline plus three (3) to five (5) years recent, related progressive administrative or project support experience in a health, social services, government, or community organization, or equivalent combination of education, training and experience.

Skills and Abilities

• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Ability to manage multiple complex and competing priorities.
• Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to work with minimal supervision.
• Ability to handle confidential information with tact and discretion.
• Ability to problem-solve and develop solutions.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.

• A competitive salary: The salary range for this position is $ $38.45 per hour, depending on experience.
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• State-of-the-art facilities:  The new St. Paul's Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul's Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul's Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

Your Day to Day: 

The Coordinator:

• Coordinates the execution of the varied projects related to documentation and patient education from initial planning and design stages through to implementation and completion. Coordinates development of documents and forms required by the electronic health record and patient education by methods such as gathering information requirements from clinical areas, triaging related issues, ensuring information needs meet departmental guidelines and/or protocols and industry standards and coordinating stakeholders required to complete projects.
• Provides design support to develop documentation tools, administrative forms and health education materials that area aligned with PHC Mission, Vision and Values. Coordinates with Health Information Management (HIM) Clinical & Systems Transformation (CST), Risk Management and Privacy as needed. Ensures documents meet standard PHC and provincial requirements for terminology, language and format.
• Utilizes word processing, spreadsheet and graphic software to produce a variety of documentation tools, reports, correspondence, brochures/pamphlets/notices, and presentation materials. Develops and maintains spreadsheet and database software to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, organizational charts and other material.
• Schedules, prioritizes and organizes meetings in collaboration with Director or designate. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, prepares and distributes agendas, attends and records proceedings, which may include topics of a confidential or sensitive nature. Responsible for follow up from meetings including managing and acting on feedback from stakeholders.
• Coordinates with CST, HIM, intranet platforms external and Health Organization print shops to make tools available for end users. Maintains systems for notifying and updating user departments on form updates/revisions.
• Monitors usage of externally produced forms and coordinates inventory and replacement stock, and any necessary budget related matters.
• Coordinates and distributes CST-Cerner downtime clinical tools. Maintains log of documents for each clinical area and updates user groups when changes are made.
• Updates and maintains filing / tracking systems (both electronic and hard copy) to ensure access and timely retrieval of information. Responds to requests from Risk Management/legal for archived documents
• Maintains and updates various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.
• Performs other related duties as assigned.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization's long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations