Coordinator, Health and Privacy

About Us

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person-centred approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect.

Position Summary And Scope Of Service

St.Amant’s core values reflect a strong commitment to diversity, equity, and inclusion. St.Amant maintains ongoing commitment to recruiting a diverse and talented workforce, which is paramount to supporting the vibrant community we serve.

Reporting to the Director, Clinical Services, and consistent with the Mission, Values and policies of St.Amant, the Coordinator, Health Information & Privacy supports best practices related to the systems and processes involved in the collection, use, disclosure, correction, and destruction of personal health information by St.Amant and supports program audits to ensure that appropriate confidentiality and privacy safeguards are in place. The Coordinator consults to all program areas on privacy-related matters, and works collaboratively with all St.Amant program areas while offering employees respectful customer services.

The Coordinator ensures that the Health Information Services department operates in accordance with St.Amant’s values, organizational and program policies and procedures, accreditation standards, and relevant Provincial and Federal legislation. The Coordinator participates in regular meetings and leads quality improvement initiatives related to health information management, record keeping, and privacy; this will include regional meetings to ensure that St.Amant remains involved and informed regarding changes in regional and provincial practices.

St.Amant values and promotes volunteerism in the workplace. Volunteers are an integral part of the work we do. As such and in keeping with the values of our organization, the incumbent to this role is encouraged to actively support, collaborate and invest in volunteer initiatives.

Competencies

• Leadership – You are expected to motivate your team to work together. You are expected to develop ways to include a variety of opinions and overcome difficulties. You are expected to have a good understanding of how St.Amant is organized, understand relationships within St.Amant, and know what is available to you to do your work effectively. What you do and decisions you make consistently follow policies and procedures and are appropriate for each situation.
• Relationships and Partnerships – You are expected to have good relationships with everyone you meet while working for St.Amant. You are respectful and welcoming. You make good judgements and you deal with people in an open, sensitive, and effective way. You communicate clearly.
• Planning and Problem Solving – You are expected to be mindful, dedicated, and strategic when you make plans or decisions and solve problems. You are expected to make good decisions that are timely and agree with St.Amant’s goals. By doing this, you prove that you value the overall, long-term results of your decisions, including how they affect everyone and other potential impacts.
• Pursuit of Excellence – You are expected to understand the St.Amant environment and culture, including the mission, vision, and values. You create, promote, and support an environment that meets or exceeds the needs of everyone you meet while working for St.Amant. You do this by adjusting your priorities as you anticipate and respond to needs that may be urgent, may change regularly, or may be unmet needs in the community.
• Teamwork and Collaboration – You are expected to use open and honest communication, seeking others input and feedback. You show that you are willing to be accountable. You celebrate the hard work and success of your team members, and support others through challenges.
• Continuous Improvement/Innovation – You are expected to support an environment that encourages creative, original ideas. These ideas will increase efficiency, improve services, and use best practices. You will promote training for yourself and co-workers. You work hard to prevent injuries and other risks by following St.Amant’s policies and procedures and recognize each situation may be difficult.

Qualifications

Education, Experience and Occupational Certification:

• Graduate of a Health Information Management Program from a recognized College
• Eligible for membership in the Canadian Health Information Management Association (CHIMA)

Professional

• Minimum five years’ experience in a Health Information Service environment
• Demonstrated leadership and interpersonal skills, including the ability to effectively communicate with all levels of the organization
• Experience working directly with professionals and support staff (i.e. physicians, nurses, therapists, educators, and administrators) on the acquisition or improvement of health information systems
• Knowledge of relevant provincial legislation and the application of provisions related to documentation, use and disclosure of information (examples: The Freedom of Information and Protection of Privacy Act (FIPPA), The Personal Health Information Act (PHIA), The Mental Health Act, The Fatalities Inquires Act, The Vital Statistics Act, and The Protecting and Supporting Children (Information Sharing) Act)
• Knowledge of The Accessibility for Manitobans Act
• Familiarity with specific privacy related practice guidelines and codes of conduct established by health-related colleges and regulatory bodies is an asset
• Familiarity with principles of health ethics and their application to operational decision-making
• Experience implementing records management systems in facility and community settings
• Experience advancing departmental, and corporate goals, mandates and philosophies in a timely manner
• Experience with electronic health records
• Experience with Microsoft Office Suite (including Word, Excel, Outlook and PowerPoint)
• Ability to facilitate the application and utilization of health information to effect and plan for change as requested or required by St.Amant, regional, provincial and inter-provincial and federal initiatives and mandates
• Experience with systems, workflow and process improvement and risk management skills
• Experience with customer service and investigative skills to resolve alleged FIPPA/PHIA violations

Personal

• Ability to work with minimal supervision as well as a collaborative team player in a team environment
• Ability to organize and prioritize work in a fast-paced environment
• Ability to generate ideas to improve work procedures and contribute to an environment that fosters growth, development and innovation
• Ability to establish and maintain positive and productive working relationships with humility and self-awareness
• Ability and willingness to give and receive honest, balanced feedback
• Demonstrates competence and character that inspires trust
• Acts with integrity and respect in all interactions
• Values and commitment to continuous self-growth and professional learning

Key Responsibilities

• Designated as Privacy Officer for St.Amant, who is responsible for:
• Acting as a resource regarding privacy legislation;
• Collaborating with IT services regarding Privacy Impact Assessments, Information Management Agreements, and Service/Contract Agreements, and access determination and training development for software applications that manage personal health information;
• Fulfills the legislated mandate of the facility Privacy Officer as required in the Personal Health Information Act of Manitoba (PHIA) which includes overall compliance to legislation and the investigation and resolution of alleged violations of the Act and privacy-related policies;
• Consults to leaders and Human Resources Services staff to investigate alleged privacy legislation violations; and
• Assists the Manitoba Ombudsman to investigate alleged privacy and access violations that occur at St.Amant, reviews proposed recommendations and coordinates plans to implement recommendations.
• Acts as the site Privacy Officer for Manitoba eChart;
• Researches, defines, and advises on the implementation of standards, systems, tools, and methods for the collection, integration, storage, maintenance, analysis, and dissemination of accurate and timely clinical and administrative health information to clients, users, and stakeholders; and
• Educates, advises, and supports users, customers, and other relevant parties to understand, interpret, and use health information.

Duties And Responsibilities

Human Resource Management and Safety

The Coordinator, Health Information & Privacy is responsible to train, supervise, evaluate and direct the workflow and activities of a team of administrative professionals. Ensures the strategic support provided is consistent with the organizational values, policies and procedures. Adheres to and promotes all aspects of safety (physical, emotional, spiritual and psychological) and compliance with all applicable safety legislation throughout the organization. Supports the engagement of any student(s) or volunteer(s) assigned to the area.

Business Records and Retention

The Coordinator, Health Information & Privacy ensures that Business Records within their control are maintained, archived, or disposed of properly in accordance with the St.Amant Retention of Business Records Policy.

Financial Resource and Facility Management

The Coordinator, Health Information & Privacy prepares an annual budget for approval. The incumbent ensures that all day-to-day work, as well as special projects and initiatives, and resources (time, supplies, equipment) are undertaken or utilized in the most effective and efficient ways possible to support program activities.

Quality Management and Process Improvement

The Coordinator, Health Information & Privacy integrates the mission and values into all continuous quality improvement initiatives, and emphasizes staff empowerment and accountability in HRS activities and materials. The incumbent contributes indicator data in support of internal and external service/quality measurement processes as required, and chairs or participates as a member on committees where organizational issues are discussed and the need for new or improved standards/policies/processes are identified. The incumbent initiates, documents, implements corporate or departmental standards/policies/guidelines regarding the handling of and access to information, and assists programs with their health record audits to ensure documentation procedures and information security safeguards are maintained, and recommends improvements to address deficiencies. The incumbent researches the health information industry to determine current and future best practices as they relate to opportunities or constraints at St.Amant, and participates in initiatives to define policies and guidelines related to health information or to create education relevant to target audience to increase knowledge and awareness of policies and guidelines.

Organizational Planning and Development

The Coordinator, Health Information & Privacy ensures that corporate activities align with St.Amant corporate objectives and reflect the dynamic nature of St.Amant. The incumbent models and participates in initiatives that promote the leadership and vision of the organization.

The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset.

As a condition of employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check.

As a Condition of Employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.

St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process.