Manager, Privacy - Access and Corrections

Job Description

CARE AND BE CARED FOR THIS IS YOUR HOME

Are you a strategic leader that drives effectiveness, efficiency and high quality performance related to privacy and health records management?

Do you have experience providing leadership and guidance related to access to patient health information? Are you passionate about exceptional health care and driven by a desire to help others?

If so, take a look at this rewarding career opportunity working alongside a supportive and collaborative team of over 9,000 regulated health care and other professionals.

We are amid a momentous time for health care in Ontario as we move to a more connected health care system through the Ontario Health Teams model of care.

Ontario Health at Home is looking for an experienced Privacy leader to play a pivotal role in ensuring the confidentiality, integrity, and accessibility of patient health information or records across the province.

The Manager, Privacy - Access and Corrections supports the organizational transformation of 14 HCCSS organizations to Ontario Health atHome, specifically in ensuring standardization efficiency and implementation of best practices across the privacy portfolio in the development of a shared services organizational structure.

This role is responsible for aligning practices with regulatory frameworks and legislation including but not limited to Personal Health Information Protection Act (PHIPA) and the Substitute Decision Act.

The position oversees management of personal health information (PHI) in records as well as the day to day operations of access requests and releases, corrections of the PHI in records, and protection of PHI in accordance with legal requirements and organizational policies.

They support our role as an agent as well as that of a Health Information Custodian under PHIPA. The position is responsible for designing and enforcing policies and procedures that comply with privacy laws, conducting regular reviews, and providing continuous staff training on privacy protocols.

The Manager, Privacy - Access and Corrections actively contributes to the implementation of strategic initiatives aimed at enhancing data quality, promoting ethical practices, and maintaining the trust of patients as well as OHTs and other stakeholders.

They serve as a linchpin in the organization’s commitment to preserving the confidentiality, accuracy, and privacy of personal health information.

The role is the escalation point for any patient complaints related to access and correction issues.

What do we offer?

We know wellness is supported with work-life balance. In an inclusive culture committed to support your passion for continuous learning, growth and innovation, we offer :

• Attractive comprehensive compensation packages and benefits
• Valuable development opportunities
• Membership in a world class defined benefit pension plan
• Hybrid work model (subject to change)
• Flexible work location this position can be located at any of the Ontario Health atHome offices

What will you do?

PHIPA Access Releases and Corrections Oversight :

• Lead the management of the release of personal health information to authorized parties in compliance with PHIPA regulations and organizational policies.
• Oversee the review and processing of release of information requests, ensuring that patient privacy and confidentiality are maintained at all times.
• Manage complaints related to releases or corrections as the first point of contact, conduct initial investigations and implementing corrective actions as necessary.
• Manage and supervise processes for identifying and correcting errors in patient records through quality audits as needed, for accuracy and completeness obligations
• Direct investigations into root cause of errors in personal health information and implement processes for corrective actions, changes in process, or submission of change to client systems as applicable
• Collaborate with risk, legal, and patient services teams to address complex release requests and potential breaches of privacy.
• Responsible for the practices and procedures for correction of personal health information including approving denials of correction, meeting legislated timelines and content requirements in response to corrections, and applying statements of disagreement in compliance with PHIPA
• Develop, implement and ensure the management and maintenance of client health information in a manner that meets legislative and regulatory requirements across Ontario Health atHome
• Work closely with external partners including Legal, HIROC, IPC, coroners and legal / court personnel to navigate and meet legislative requirements and decisions made regarding access and corrections
• Acts as a subject matter expert related to the Consent Act, role of the substitute decision maker, Coroners Act, POA rules and relevant legal concepts
• Manage and supervise processes of identifying and correcting errors in patient records through quality audits as needed, for accuracy and completeness obligations
• Implement policies and procedures to prevent future errors and support ongoing record accuracy.

Team Leadership, Development and Staff Management :

• Supervise and mentor a team staff working in the Privacy Access and Corrections teams across multiple geographies, providing guidance, feedback, and performance evaluations.
• Provide expert guidance and advice to leaders at all levels of the organization on access and corrections best practices in health records.

Statistics Tracking and Reporting :

• Collect and analyze relevant statistics related to PHI in records, release of information, error correction, and other key performance indicators.
• Generate regular reports and presentation to inform Chief Privacy Officer about trends, achievements, and areas for improvement.
• In collaboration with the Chief Privacy Officer, develop reports and presentations for Senior Leadership and the Board related to health records matters
• Oversee the collection of the data required for mandatory IPC annual reporting on Access and Corrections
• Utilize data-driven insights to make informed decisions and recommendations.
• Provide support in responding to privacy-related inquiries and incidents as needed.
• Lead and participate in internal and external committees related to the management of personal health information functions and privacy legislation as appropriate.
• Manage Access and Correction data as required in supporting OHTs.
• Keep distinct and separate tracking for OHT requests for their mandatory IPC reporting
• Develop policies and procedures for the Access and Correction activities related to supporting OHTs with Access and Corrections requests.
• Participate in the accreditation process evaluating current practice to standards and developing quality improvement plans based on this assessment.

Cross-Functional Collaboration :

• Work with privacy, IT, risk, and departments to ensure alignment of patient health information practices with broader organizational goals and privacy legislation
• Work directly with other privacy managers related to privacy complaints and IPC investigations related to the health information in records
• Participate in the accreditation process evaluating current practice to standards and developing quality improvement plans based on this assessment
• Work with external partners such as OHTs and Service Providers to meet Access and Corrections statistical tracking requirements

What must you have?

• University Degree in Health Information Management, Health Administration, or a related field.
• Certification as CIPP / C or other equivalent accredited certification is an asset
• Member in good standing with the Canadian College of Health Record Administrators at the Certificate level would be an asset
• 5-7 years of experience in managing personal health information
• Strong understanding and experience with privacy legislation implementation including PHIPA 2004, Substitute Decision Act, Health Care Consent Act, Coroner’s Act, Missing Person’s Act and other related acts or legislation
• Experience with computerized record keeping / management
• Proven leadership experience, with a track record of effectively managing teams and projects.
• Strong knowledge of electronic health record systems and related technologies particularly CHRIS, Docushare, and Acutenet.
• Analytical mindset with the ability to work with data and generate meaningful reports
• Familiarity with medical terminology and documentation standards
• Strong computer skills with aA working knowledge of PC software including client databases, MS Office, MS Word, Excel, PowerPoint
• Knowledge of legislative and professional standards with respect to consent, confidentiality, security, privacy, disclosure of client information, documentation standards, health records retention and destruction
• Understanding of client records storage and retrieve processes including use of electronic media.
• Ability to handle sensitive information with a high degree of confidentiality and professionalism.
• Strong presentation skills to provide information to staff at all levels of the organization and external community organizations
• Ability to influence others and navigate complex health records related concerns
• Ability to communicate complex privacy and health records legislation and concepts to a variety of audiences with varied knowledge of privacy principles
• Strong ability to diffuse conflict in escalated and sensitive situations
• Strong coaching and mentoring skills
• Ability to develop and foster relationships and gain buy-in from a variety of internal and external stakeholders
• Ability to manage multiple priorities where circumstances and information change frequently
• We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date

Who are we?

We are Ontario Health atHome, ready to serve every person in Ontario. We partner with patients and caregivers, family physicians, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centred care.

Why join us?

If you’re interested in driving excellence in care and service delivery , and seeking an unparalleled opportunity to lead and learn, partner and connect, care and be cared for, this is your home.

Salary

$108,339 to $ 129,362

Equity, Inclusion, Diversity and Anti-Racism Commitment

Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve.

We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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