Coordinator, Quality, Patient Safety, Patient Experience and Risk Management

Summary of responsibilities

The Coordinator, Quality, Patient Safety, Patient Experience and Risk Management will provide senior level administrative support to the Director, Quality, Patient Safety, Patient Experience & Risk Management and other members of the Management Team as required. The incumbent will work with physicians and staff at all levels of the organization, external stakeholders, and patients/caregivers. This position requires a high level of independence, confidentiality and is expected to ensure the effective and efficient operation of the departments supported. The incumbent will also serve as the system administrator for the RL6 Incident Reporting System and for the Qualtrics XM Patient Experience Survey System.

General Accountabilities:
- Administers the RL6 Incident Reporting information system, providing coordination, technical direction, training, monitoring and immediate action and provide / create reports as required
- Coordinates activities and information flow often of an urgent and/or sensitive nature regarding issues and projects that frequently have significant corporate/departmental impact.
- Briefs the Director, Quality, Patient Safety, Patient Experience and Risk Management, concerning meetings/activities, priority projects and all significant matters arising, acts as trouble-shooter to effect issue resolution and deflects issues that do not require Manager/VP/Director attention.
- Reviews all Quality/Risk materials (e.g. presentations, briefing notes, business cases) to ensure information is accurate, complete, clear, concise and complies with corporate standards, policy and procedures.
- Participates in the investigation process and provides follow-up of potential and active claims to the adjuster and/or lawyer
- Establishes tracking and monitoring systems for potential and active claims, approved clinical studies, critical incident management, quality of care, patient relations concerns and complaints.
- Participates in the planning, preparation and management of Patient Services and Quality/Patient Safety/Risk Departmental annual assigned capital and operating budgets
- Participates in the planning, preparation and monitoring of Patient Services and Quality/Patient Safety/Risk Departmental annual operating plans.
- With the Director, Quality, Patient Safety, Patient Experience & Risk Management, coordinates the Patient and Family Advisory Program
- Participates and coordinates in the HIROC Risk Assessment Checklist (RAC), Quality Improvement Plan (QIP).
- Participates and coordinates with the Special Projects (Clinical) Lead in the Accreditation process
- Coordinate the Mandatory Reporting of Serious Adverse Drug Reactions and Medical Device Incidents
- Participates in relevant hospital committees
- Prepares and distributes agendas and minutes for meetings, performing follow-up and/or implementation of items resulting from minutes.
- Prepares/distributes monthly quality reports
- Prepares/distributes monthly infection control reports including updates to Corporate Scorecard and Ministry Reporting portal
- Schedules and confirms appointments, using judgment to reschedule or book appointments according to changing priorities.
- Arranges meeting rooms, meals, and audio visual and equipment services for meetings/events.
- Assists with coordination of special projects, investigations, initiatives, and events as required.
- Providing word processing services by composing/producing a variety of correspondence such as letters, memoranda, reports, charts, draft minutes; ensure accuracy of grammar, spelling and punctuation.
- Inputting, updating and manipulating data in a variety of computer software programs/databases for information such as budget submissions, service contracts, serious occurrences, legal documents, ad hoc reports, course/workshop attendance, statistical reports, and presentations.
- Organizes schedule and travel itineraries; coordinating physical and logistical requirements for meetings, conferences, presentations.
- Participates with data/equipment management including: RL Solutions, Sharepoint, and analyses data as required.
- Acts as a liaison between departments and community partners.
- Participates in all mandatory or other educational activities as required.

Key skills or competencies

- College Diploma in Office Administration and courses or certificates in other business related program.
- Minimum of three years’ related experience.
- Proficiency with Microsoft 365 Office Suite and other software
- Sound knowledge of Office Administration and Rules of Order
- Strong organizational, multi-tasking, prioritization and time management skills
- Ability to meet deadlines while maintaining a high level of attention to detail and accuracy
- Ability to maintain confidentiality and use good judgement and discretion when working with a variety of sensitive issues or highly confidential information
- Self-directed and ability to work both independently and within a team environment
- Demonstrated ability to work diplomatically and persuasively to establish and maintain effective working relationships with various internal, and external stakeholders.
- Demonstrated ability to manage numerous and diverse activities, organizing and prioritizing appropriately to meet demands and expectations
- Demonstrated ability to analyze, problem solve and make recommendations for change and implement and evaluate