What You Will Do

Summary

The Clinical Data Submission Specialist at Providence Health Care is responsible for supporting coding and data extraction from patient records across the organization. Reporting to the Regional Manager, the role involves developing and implementing standards and best practices for clinical data submission and ensuring data quality. The Specialist works with internal teams and external partners, including CIHI and the Ministry of Health, to ensure timely data submission, maintain documentation, and address data quality issues. This role also involves providing training and orientation to staff and serving as a liaison between various stakeholders on data submission standards and system updates.

What You Bring

Education:

• Graduation from an accredited Health Information Management Diploma or Bachelor Program.
• Four (4) years’ recent, related experience as a Health Record Administrator in a multi-service facility, including a minimum one year of experience in data analysis, database management and coding, or an equivalent combination of education, training, and experience. Canadian Health Information Management Association (CHIMA) Certified. Education in computer science/programming and project management would be an asset.
• Travel between HIM sites require access to a vehicle and a valid BC Driver’s License.

Skills and Abilities:

• Demonstrated knowledge and ability to utilize and troubleshoot computer software applications and report writer tools, such as Crystal Report, MS SQL Server Management Studio, the MS office suite, MS SharePoint, MS TEAMS and remote applications.
• Demonstrated ability to code in ICD-10-CA/CCI and abstract in the CIHI Discharge Abstract database, NACRS, PDR and other databases.
• Demonstrated knowledge and familiarity with Registration practices and impact on coded data.
• Demonstrated knowledge of Case Mix Groups (CMGs), Comprehensive Ambulatory Classification System (CACS), Resource Intensity Weight (RIW) and Expected Length of Stay (ELOS).
• Ability to understand computer terminology, which allows communicating and interacting effectively with project team, vendors, and other system stakeholders.
• Demonstrated ability to lead, mentor and teach staff.
• Demonstrated ability to develop learning materials and tools.
• Ability to organize and prioritize workload.
• Ability to problem-solve.
• Ability to communicate effectively both verbally and in writing.
• Ability to work to deadlines under pressure, with minimal supervision and frequent interruptions.
• Ability to deal effectively with others, demonstrate leadership and maintain cooperative working relationships.
• Knowledge of and ability to operate related computer programs and equipment.
• Physical ability to perform the duties of the position.

What We Offer

• 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. 
• A competitive salary:  $39.47 - $49.29 CAD 
• 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. 
• Tight knit team, great culture, learning opportunities.
  
  

Your Day to Day:

1. Responsible for the coding related application solutions, undertakes quality assurance and system testing and provides support such as WinRecs, 3M Codefinder and CAC, 3M HDM, Meditech, CNN, Folio, Cerner and the Perinatal Database Registry.
2. Responsible for data submissions for Discharge Abstract Database (DAD) and Perinatal Database Registry (PDR) including deletion, addition, and correction files.
3. Monitorsperiod-end processes for data quality edits and ensuring DAD/PDR errors and edits are reconciled and ready for data submission. Facilitates conversations with HIM Registration teams to ensure discrepancies are addressed.
4. Monitors, organizes, and distributes error reports (internal and open year CIHI reports) to lower mainland coding sites. Identifies training and/or educational opportunities for data quality issues and facilitates education sessions to internal coding staff.
5. Determines and documents all system issues requiring escalation. Participates in communication of issues related to system functionality.
6. Acts as a liaison between Coding Coordinators, Coding Leadership, other HIM teams, Reporting/Analytic teams, Ministry of Health Services/Health Planning, and the Canadian Institute for Health Information (CIHI) with respect to the quality of data obtained from the coding of patient records.
7. Assists with development and enhancement of batch interfaces, working closely with HIM Business Optimization team on data extraction and validation from source systems.
8. Responsible for testing of new fiscal year submission requirements to ensure all data is flowing to correct fields.
9. Develops policies and procedures and maintains manuals and systems with respect to coding submissions, period end reconciliation and data quality edits. Ensures distribution accordingly.
10. Serves as the primary business contact with CIHI and MOH with respect to the current or updated data submission process, including Facility Information File (FIF).
11. Creating and running reports daily, weekly, monthly and/or as required in both coding abstracting system and clinical information system for reconciliation and/or remediation. Writes SQL queries to identify registration issues for follow up.
12. Writes custom reports and edits routine reports as required. Creates and maintains scripts used by Robotic Process Automation (RPA), using Power BI and Business Objects Enterprise (BOE) to perform routine or ad-hoc Coding edits.
13. Maintains the LM HIM Coding Intranet website and/or Sharepoint Sites for assigned areas to include design, build, maintenance, user access set up and auditing.
14. Trains Coding staff including frontline coders and support teams on the use of the assigned applications including holding information or training sessions and developing training material. Also, provides training to external stakeholders (e.g., Unit Clerks and DSS groups).
15. Provides input regarding capital and operating budget within assigned area(s).
16. Leads and participates on committees as required.
17. Performs other related duties as required.