Health Information Specialist Job at University of Waterloo
Overview:
The Health Information Specialist works closely with the Director, Campus Wellness to manage health records, release of information requests, responses to privacy breaches, internal audits to detect privacy breaches, and is the internal expert for Campus Wellness in all areas related to health records. Responsibilities:
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.
Reporting to the Director, Campus Wellness, this role oversees, and manages Campus Wellness’ administrative and operational processes related to privacy, confidentiality, and health information management. The incumbent collaborates with all levels of Campus Wellness, ensuring adherence to Campus Wellness and UWaterloo guidelines, regulatory body policies related to privacy, confidentiality, and access to information.
The Health Information Specialist works closely with the Director, Campus Wellness to manage health records, release of information requests, responses to privacy breaches, internal audits to detect privacy breaches, and is the internal expert for Campus Wellness in all areas related to health records.
Health records coordination for Campus Wellness
- Ensures Campus Wellness procedures, protocols, documentation, guidelines, material comply with all relevant privacy / confidentiality policies, requirements and legislation (ex. UWaterloo policy, Ministry, professional colleges, regulatory bodies)
- Makes recommendations to the Director, Campus Wellness regarding gaps, changes, compliance issues
- Collaborates with relevant Campus Wellness roles to implement and manage related change
- Acts as a resource for Campus Wellness privacy leadership to develop and maintain sound and consistent guidelines related to health information
- Provides consultation to Campus Wellness staff wherever programs / services / workflows are informed by privacy-related requirements (ex. electronic communication, virtual care)
- Provides general privacy protection training presentations to staff groups and all-staff meetings
- Ensures new staff members have appropriate privacy and confidentiality training; ensure on-going staff members have access to refresher training as needed
- Acts as a resource for Leadership Team members when working on performance management related to privacy/confidentiality
- Collaborates with EHR Coordinator to ensure EHR procedures, training, and protocols meet legislative and governing body requirements for privacy and confidentiality
Release of information request coordination
- Develops and maintains mechanisms whereby all requests for release of information are tracked and described to facilitate internal and external reporting
- Manages incoming release of information requests, including production orders, requests involving multiple clinicians, ensuring responses meet legislative requirements for timeliness
- Compiles health information for all requests, including complex requests (ex. involve multiple clinicians/departments, electronic and archived records stored off-site), assisting clinicians in completing responses where necessary; and redacting unrelated material as necessary
- Provides leadership for the coordination and collection of data related to release of information requests; compiles and submits required reporting (ex. annual Office of the Information and Privacy Commissioner of Ontario reports)
- Coordinates invoicing and conveying fee information when fees apply to release of information
Privacy breach and complaint coordination
- Provides support and direction to Campus Wellness staff regarding possible and actual privacy complaints and breaches
- Conducts periodic checks of EHR audit logs; investigates potential breaches; and reports findings to the Director, Campus Wellness
- Develops and maintains mechanisms whereby all privacy breaches and complaints are tracked and described to facilitate internal and external reporting
- Acts as consultant to staff and clinicians responding to complaints and breaches
- Assesses key issues, facts, and individuals/offices relevant to the complaint or breach, identifying process improvement and/or re-training opportunities
- Ensures notification to Campus Wellness leadership regarding breaches and complaints
- Participates in actions related to privacy breaches (ex. notifying clients whose records have been breached)
- Ensures accurate and thorough documentation of breaches when they occur
- Provides leadership for the coordination and collection of data related to privacy breaches; compile and submit required reporting (ex. annual Office of the Information and Privacy Commissioner of Ontario reports)
- Consults with UWaterloo Privacy Office in the case of serious/complex breaches
- Consults with UWaterloo Privacy Office to report to Office of the Information and Privacy Commissioner of Ontario if a privacy breach meets legislative criteria for reporting
Related administrative responsibilities
- Ensure new and ongoing staff training materials related to privacy are accessible and current; explore and develop materials for a variety of learning modalities (ex. videos, printed materials, workbooks)
- Coordinates and oversees off-site hard-copy storage; manages storage, retention and confidential disposal as per Policy 46 and appropriate regulatory bodies (ex. Public Hospitals Act) of all Campus Wellness documents
- Compiles and submits all required reporting (ex. annual IPC reports, Quality Assurance and Program Evaluation committee requests)
- Ensures all Campus Wellness permanent and temporary staff review and sign Confidentiality Agreements; tracks and holds confidentiality agreements
- Collects and stores electronic reports of on-campus medical calls from UWaterloo Police, following UWaterloo Medical Director review
- Represents Campus Wellness with campus stakeholders on relevant health information-related projects / initiatives (ex. Verification of Illness Forms working group)
- Participates in quality assurance activities which include record reviews
- Participates in Campus Wellness ongoing committees and working groups
- Other duties as assigned
- University degree and health information management or equivalent training and experience
- Health Information Management certificate or similar education beneficial
- 3-5 years’ experience in access to information and protection of privacy, preferably in a health care setting
- Significant experience working with multi-disciplinary teams in health-related disciplines
- Fluency with Ontario Privacy legislation related to release of information requests, privacy complaints, and breach investigation
- Experience working with multiple privacy/confidentiality guidelines, requirements from a range of sources (ex. legislation, UWaterloo guidelines, professional regulatory bodies)
- Communication: Superior communication skills; ability to communicate with tact, judgement, and diplomacy, both orally and in written format, at all levels of the organization and with all stakeholders is essential; experience providing training and presentations to large groups (ex. all Campus Wellness staff)
- Interpersonal: Ability to respond to and resolve highly sensitive matters pertaining to Campus Wellness health information; ability to work independently and collaboratively as part of a team; demonstrate and model exceptional client service to all stakeholders
- Problem solving: Ability to engage others to collaboratively solve a wide range of health information-related issues; solutions may include changes in training protocols, workflow, or systems; problems are often complex and require balancing competing priorities and competing needs of stakeholders
- Administrative: Multi-tasking and problem management skills are essential, as is the ability to assess, analyze and resolve issues within strict timelines; ability to provide leadership in health information area for staff working in various Campus Wellness contexts and venues
- Technical: Fluency with MS Office products including databases, working knowledge of SharePoint, experience with an electronic health records system beneficial
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.
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