Coordinator Records Management and Registration and Lead ROI

Work Area: 
Records Management- Forensic
Base Site: 
Regular Full Time
Job Category: 
Health Information Management
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.
Reporting to the Regional Manager (FPH), the Coordinator oversees and coordinates various services at designated HIM site(s) such as record and document processing, registration, reception, record completion and release of information. The position supervises and evaluates staff, coordinates and adjusts work assignments, provides direction and guidance on work issues and operational priorities, identifies opportunities for improvements in work processes, monitors budget, participates in and implements quality improvement activities and develops and implements policies and procedures and/or work standards.

Reporting to the Director, Records Management & Registration-West, the Coordinator is accountable for leading a team that is responsible for Release of Information processes and standards specific to the Health Information Management (HIM) service. The main responsibilities of the role include ensuring HIM manages personal health information in compliance with BC’s Freedom of Information and Protection of Privacy Act (the Act). This would include ensuring formal requests made for health information that could not be responded to through routine channels and formal requests made for amendment or correction of personal health information are processed in accordance with the Act. In addition, the role delivers education and awareness programs for personal health information privacy protection as required and in conjunction with Privacy Office policies and release of information (ROI); and develops and implements ROI policy and guidelines. Supports the privacy audit program for electronic health records supported by Health Information Management and participate in Privacy Impact assessments for HIM related projects and activities. The Coordinator \ provides guidance on issues, identifies opportunities for improvements in work processes, , participates in and implements quality improvement activities and develops and implements policies and procedures and/or work standards.


Comprehensive knowledge of applicable privacy regulations and legislation and sound understanding of issues related to health information protection.
Demonstrated knowledge of health records management systems, policies and procedures.
Demonstrated ability to lead, plan, supervise and train others.
Demonstrated ability to communicate effectively both verbally and in writing.
Demonstrated ability to manage, plan, implement, organize and problem solve in a complex dynamic environment and across multiple sites.
Experience in assessing policies and procedures, interpreting legislation, formulating recommendations.
Experience in developing and promoting adult education materials and facilitating workshops.
Demonstrated ability to organize work and prioritize workload.
Demonstrated ability to work independently and in collaboration with others.
Demonstrated ability to function as a team member, motivator and facilitator.
Demonstrated ability to adjust to new and unexpected events and to deal with and/or guide others in the resolution of conflict issues.
Demonstrated ability to provide effective consultation.
Demonstrated ability to operate related equipment including relevant computer applications.
Demonstrated physical ability to perform the duties of the job.


Graduation from a recognized Health Information Management program or related field plus five (5) years’ of recent, related experience in a large multi-site organization including two (2) years of supervisory experience or an equivalent combination of education, training and experience. Completion of the Information Access and Protection of Privacy Certificate Program is an asset. Canadian Health Information Management Association (CHIMA) Certified.


Coordinator, Forensics
Supervises staff through methods such as reviewing workload assignments and adjusting schedules according to workload to ensure staff meets operational requirements; evaluates and provides direction regarding staff performance and required training requirements and documents issues for referral to Regional Manager. Establishes priorities and provides guidance and advice by facilitating resolutions to work issues and monitoring activities to ensure department standards are met.
Develops goals and objectives for the assigned area in conjunction with the Director/Regional Manager and participates in the development of overall HIM goals and objectives.
Coordinates recruitment, orientation and training by identifying vacancies, processing required internal documentation, interviewing candidates and making recommendations to the Regional Manager for selection to maintain approved staff complement.
Assists the Regional Manager in compiling capital and operating budgets by providing information such as resources required to meet workload demands. Maintains statistical records and reports on various activities within the area by collecting, compiling and summarizing information for budgetary requirements and workload monitoring and forwarding to Director/Regional Manager.
Leads the development, implementation and evaluation of site-specific training and orientation plans; coaches and mentors staff as required, ensures staff is instructed on applicable policies/processes and procedures, and develops and/or conducts in-services to introduce topics such as new work processes or legislative changes to staff. Supports organizational requirements for scheduling and supervising health information student practica.
Participates in the development, implementation and review of site specific policies and procedures and ensures compliance with all site and HIM-wide policies and procedures regarding HIM services for their area. Collaborates with other HIM personnel to ensure standardization and consistency of policies and processes.
Coordinates quality improvement activities for the assigned area through methods such as implementing and monitoring quality improvement processes and programs and preparing quality reports for evaluation of services.
Develops and maintains a master staff rotation; liaises with centralized scheduling service; approves vacation, overtime and leaves of absence in accordance with HIM policies and procedures.
Oversees release of information and records completion processes at the site including reporting on legal and risk management cases according to policies and procedures and initiating billing processes as required. Follows up with physicians and/or staff/departments on unresolved issues.
Supports the Regional Manager with the management of requests under BC’s Freedom of Information and Protection of Privacy Act (the Act) as they pertain to Forensic Psychiatric Services.

Establishes and/or ensures the development of HIM ROI policies and procedures to ensure compliance with the Act and champion’s their approval and adoption by the organizations. Ensures consistency of standards, processes, guidelines and policies around Release of Information. Provides leadership to ensure consistency of practice.
Delivers education and awareness programs for release of information and personal health information privacy protection as required and in conjunction with Privacy Office policies.
Work in collaboration with the HIM Leaders to oversee consistent processes and practices across HIM for ROI including of Release of Information manuals and forms in keeping with regulatory standards. Receives and processes problematic ROI requests. Provides advice on the FOI act and severing. Chairs both the West and East ROI Working Groups.
Functions as a resource to ROI staff including liaising with Information Privacy Offices with regards to specific ROI requests to determine sensitivity of information and providing advice to ensure compliance with statutory obligations. Conducts site visits of HIM sites and provides recommendations to ensure compliance with HIM policies and procedures and the provisions of the Act.
Participates in Privacy Impact Assessments for HIM initiatives to determine whether new technologies, information systems and proposed programs meet privacy requirements.
Participates on various committees and in meetings as required to provide input and/or receive information and participate in decision making.
Maintains knowledge of current developments in records management and registration by reviewing relevant literature, consulting with other professionals and attending relevant education programs in order to recommend new applications and contribute to the improvement of care in the program.
Performs other related duties as assigned.