Regional Manager Centralized Operations HIM (Fraser Health Sites) - Providence Healthcare | Chilliwack, BC

Summary:

The Health Information Management Administration team is hiring!

Learn more about the Health Information Management team, check us out here.

We acknowledge that Providence Health Care & 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.

At Providence Health Care, it’s not a job – it’s a passion. Our organization is deeply rooted in social justice and is committed to treating those we serve and each other with compassion and respect. We attract the best people and support them to flourish! Join our team today!

What does the Health Information Management team do?

Health Information Management (HIM) is a leader in the collection, storage, and distribution of patient information within British Columbia. Our dedicated team of professionals are some of the first points of contact at Health Organizations sites. As a consolidated Lower Mainland department of Providence Health Care, HIM has staff at about 40 geographically dispersed locations across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health.

Approximately 1,450 staff working the following Service Areas: Registration, Records Management, Transcription Services, Health Information Exchange, and Coding. Additional Corporate Services include: Strategic Planning, Projects & Business Optimization, Culture & Communications. There is room for growth and development and we aim to support our teams to flourish.

What you will do:

Reporting to the Director, Records Management and Registration, Lower Mainland Health Information Management (LMHIM), the Regional Manager, Centralized Operations is responsible for the planning, design, standardization, implementation and delivery of various centralized records management and registration services across Fraser Health sites. This includes the development and implementation of centralized records management and registration operations, regional-wide orientation and training programs, and other centralized operational activities while working in close alignment with the HIM Business Operations team.

Other duties include:

Be liaison for HIM Operations with the PHC Human Resources (HR) department on matters related to staff scheduling, recruitment as well as other designated human resources areas.
Work closely with HIM Leaders and HR leaders and teams to identify, troubleshoot and develop solutions for human resources matters impacting HIM and develop related standards, guidelines and communication strategies.
Lead the development of standard operating procedures and practices for records management and registration and facilitates their implementation and acceptance across all HIM sites.
Work in close alignment with HIM and the organization’s privacy groups to ensure that operational practices with records management adhere to government, legal, organizational and professional standards and requirements.
Provide leadership, guidance and support to designated staff and will represent HIM on assigned internal and external committees as required.

Qualifications / Skills and Education:

Education
Bachelor’s degree in Health Information Management and seven (7) years of recent, related experience in a large multi-site organization, including a minimum of three (3) years of experience in a leadership or management role including project management and facilitating and managing consultation processes with a wide range of stakeholder groups or an equivalent combination of education, training and experience

Eligible for registration at the Certificate level with the Canadian College of Health Information Management (CCHIM) preferred.

Skills and Abilities

Ability to communicate effectively, both verbally and in writing, with all levels of the organization, including advanced report presentation and writing skills.
Effective facilitation skills and the ability to motivate and influence physicians and leaders.
Advanced skills in complex problem solving, planning, project management, change management and group process.
Comprehensive knowledge of project management principles and methodologies and ability to coach team members on these skills.
Ability to manage multiple projects simultaneously including ensuring successful implementation.
Effectively monitors budgets and executes project plans with stringent timelines.
Utilizes initiative, vision, independent thinking and creative problem-solving abilities to implement project plans and realize project completion.
Maintains a thorough understanding of available resources for projects and applicable stakeholder groups, provides feedback and detailed analysis on project processes and makes recommendations as required.
Ability to work effectively, both independently and as part of a team.
Ability to exercise sound judgment, critical thinking and effective decision-making.
Ability to analyze and problem-solve complex issues towards effective solutions.
Ability to critically assess policy and procedures and affect change.
Ability to respond to changing priorities and unforeseen circumstances.
Ability to provide leadership, guidance and direction to staff and the leadership team.
Ability to effectively manage budget and staff resources.
Ability to organize, prioritize and balance work.
Ability to operate related equipment, including computer software applications.

Duties and Responsibilities:

Reviews opportunities for centralization, standardization and/or restructuring of HIM operational services to improve operational efficiency, client service and/or cost effectiveness. Develops and presents business cases in support of proposed changes to Director(s), Records Management and Registration.
Assumes responsibility for the successful planning, scheduling, and completion of related implementation projects. Estimates the resources and participants needed to achieve project goals. Organizes and guides project operations, and leads internal teams/task forces.
Manages day-to-day operational aspects of related projects and scope, and effectively communicates project expectations to team members and stakeholders. Identifies and resolves issues and conflicts within the project team, and tracks project milestones and deliverables. Communicates project status.
Proactively manages changes in project scope, identifies potential crises, and prepares contingency plans. Builds, develops, and grows any relationships vital to the success of the project.
Manages assigned areas of operational service delivery (before and after project completion). Oversees the supervision of personnel, which includes work allocation, training, and problem resolution; evaluating staff to ensure effective performance of duties; establishing clear definitions of responsibility for each employee; reviewing workload assignments and adjusting to meet operational needs; motivating employees to achieve peak productivity and performance. Fosters team spirit, trust and mutual respect.
Determines the staff complement for assigned areas in consultation with Director. Selects, directs, supervises and evaluates staff to ensure effective performance of duties. Promotes, disciplines and initiates employee terminations as required (in consultation with Human Resources). Handles labour relations issues including the grievance process. Represents the organization in employee grievances and other labour relations matters. Approves essential service levels as necessary.
In conjunction with the HIM Leadership team, and working closely with the Directors, Records Management and Registration and HIM Business Operations team, assists with the development of short and long range goals and strategies for HIM’s operational teams.
The Regional Manager, Centralized Operations is the designated liaison with the PHC Human Resources department. The position works closely with HIM Leaders and HR leaders and teams to identify, troubleshoot and develop solutions for human resources matters impacting HIM including related standards, guidelines and communication strategies; and, to develop comprehensive human resources strategies and systems that enable HIM to meet operational requirements in areas such as staff scheduling, recruitment, attendance management, and people strategies.
Assures compliance with policies, procedures, rules and regulations. Identifies areas where existing policies and procedures require change and develops new policies as required. In conjunction with other HIM Leaders, develops and documents policies, procedures and standards (e. g., manuals, guidelines, processes) for records management and registration practice, ensuring consistency with existing standards and consistency across all the organizations. Ensures visibility of standards through the establishment of effective communication processes with users and stakeholders.
Works with HIM leaders and client groups to ensure adherence by staff and other stakeholders to standards including the development and operation of audit processes to monitor adherence to core records management standards across the organizations.
Designs, plans and oversees the operation of training programs/centre for records management and registration across the Lower Mainland. Works with Regional Managers, Managers and Supervisors to assess and determine orientation and training needs, reviews existing systems/programs, develops HIM orientation and training strategy, determines requirements (both human and fiscal) to deliver training programs, seeks approval, and implements approved programs. Monitors program to ensure staff attend training and re-training sessions as required and participates in the ongoing evaluation of program’s success rate. Makes modifications based on participant, client and leader feedback.
Working in partnership with the HIM Quality Improvement team, leads relevant quality improvement activities, establishes relationships that enable improvement with staff and Leaders and communicates results regularly with Director(s).
Develops the annual operating and capital budget. Ensures adherence to the budget by performing duties such as monitoring expenditures and recommending remedial action and takes corrective action. Develops and recommends long and short term fiscal plans including resource allocations for existing and new programs.
Develops and maintains relationships with leaders in user departments throughout the organizations to identify other ongoing HIM requirements by participating in periodic planning sessions, conceptualizing and providing expert advice for future developments, and participating in annual systems planning to outline priorities and change requirements.
Maintains an awareness of current information management trends and issues through methods such as literature review, contact with peers at other organizations and attendance at seminars, workshops and education programs.
Participates on assigned internal and external committees.
Performs other related duties as assigned.