Supervisor Records Management

Reporting to the Manager/Coordinator and/or designate the Supervisor Records Management supervises more than ten designated staff by performing duties such as scheduling and coordinating work assignments evaluating employee performance and training and orientating new employees. Coordinates and communicates to staff about the workflow of a variety of processes including imaging/document processing discharge procedures mail chart requests and microfilming by establishing work schedules and priorities. Develops operating procedures updates policies and procedures. Participates in the interviewing process providing input to the Manager/Coordinator regarding selection and provides input into budget for assigned area. Performs qualitative analysis on medical records and performs duties related to the release of patient information in accordance with established policies procedures and addition performs clerical duties related to chart retrieval reception and imaging/document processing as required. Resolves tracks and escalates issues to appropriate personnel in accordance with established procedures.

Education Training and Experience
Grade 12 completion of release of information courses plus four years recent related experience including one year in a supervisory capacity or an equivalent combination of education training and experience.

Skills and Abilities

• Ability to supervise.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.
  
  

A competitive salary: The salary range for this position is $30.54 per hour depending on experience.
Growth opportunities: We welcome individuals at all stages of their career offering opportunities for professional development and growth.
State-of-the-art facilities: The new St. Pauls 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. Pauls Hospital and health campus will continue to lead innovations in care research and teaching. The new St. Pauls Hospital is expected to open in 2027.
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.

Your Day to Day:

• Oversees the workflow of a variety of processes including reception discharge procedures mail loose reports qualitative analysis release of information permanent filing chart requests and imaging and document processing by establishing work schedules and priorities.
• Supervises day to day activities of designated staff by performing duties such as scheduling and coordinating work assignments evaluating employee performance and determining related training and orientation requirements. Orientates new employees and conducts training when required.
• Evaluates performance of employees including checking employee work in order to ensure quality and quantity of work meets departmental standards and work produced is in compliance with established procedures. Ensures departmental policies and standards are communicated to staff. Provides information and feedback to Manager/Coordinator regarding developmental needs issues and concerns performance evaluations and orientation requirements.
• Develops operating procedures for a variety of clerical support functions in order to meet the requirements of assigned areas. Oversees and updates the policies and procedures for assigned areas.
• Supports clerical staff with first line operational troubleshooting of Records Management Maintains equipment and systems according to established departmental and organizational procedures. Refers issues where appropriate to the Manager/Coordinator as required.
• Participates in the interviewing process and provides Manager/Coordinator with input into the selection of new employees into the department.
• Participates in the development and implementation of quality indicators at assigned site(s) and participates in other HIM quality improvement activities as required.
• Provides input to the Manager/Coordinator regarding budget for assigned area.
• Coordinates off site storage activities such as requesting and returning records overseeing maintenance activities of the chart filing area and making recommendations regarding on and off site storage issues.
• Performs a variety of health information management functions such record processing qualitative analysis of medical records including coordinating communication to physicians regarding incomplete charts and suspension and answering inquiries regarding requests for patient information in accordance with established policies procedures and guidelines
  
  

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence living our Mission Vision and Values means providing British Columbians with compassionate socially just exceptional and innovative care every day.

From our humble roots 129 years ago Providence has grown into globally renowned research teaching and care organization. As individuals within a mission-driven organization we choose to be part of Providence Health Care because we value the organizations long commitment to social justice and compassionate care and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Pauls Hospital site is located on the traditional ancestral and unceded territory of the Coast Salish Peoples including the territories of the xʷməθkwəyəm (Musqueam) Skwxwú7mesh (Squamish) and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.