Job Description

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

Reporting to the Manager of Professional Practice, the Document Management Associate is responsible for supporting users in the development of, and/or revising, consulting, approving, publishing and archiving of corporate and departmental documents such as, but not limited to, policies, procedures, standards of care and medical directives. The Document Management Associate will support the oversight of the document management software as well as the maintenance of the internal and external Professional Practice web pages.
The Professional Practice Document Management Associate will function with a high degree of attention to detail, quality of workmanship, accuracy and ability to prioritize work in a dynamic, fast paced, team setting. As a member of the Professional Practice team, the Document Management Associate is committed to Southlake\'s purpose of \xe2\x80\x9cBuilding healthy communities through outstanding care, innovative partnerships and amazing people\xe2\x80\x9d by living the Southlake Values and upholding the hospital Code of Conduct.

Primary Responsibilities

• Provide oversight for all policies, ensuring minimal duplication of content, language proficiencey and consistency in the templating of documents, in accordance the the Policy Committee Rulebook
• Provide document management process support to end users including document development, consultation, approval and archiving of obsolete documents
• Support best practices in relation to policy development and the management of the document management system in conjuction with the Professional Practice team
• Support development and revison of Professional Practice policies and procedures as necessary
• Publish approved documents in the document management system
• Develop and issue corporate bulletins for new, revised and archived documents
• Maintain current master Southlake policy manual inventories and update as required
• Monitor the document review dates and work with key stakeholders to ensure documents are kept current
• Prepare the agenda and minutes for the Policy Committee, distributing meeting materials in a timely manner to facilitate committee functioning
• Participate as a resource, non-voting member of the Policy Committee and review all documents that are ready to be submitted for approval
• Monitor and report to the Policy Committee the status of documents and identiify those that are due/outdated
• Support the process for the review of medical directives to forward to the Chief of Staff for approval at MAC
• Prepare corporate document status reports as required
• Participate as a member of the Policy and Procedure Network of Ontatio
• Ability to make independent decisions based on knowledge of current situations and sound judgement
• Create and maintain training material related to the use of the document management software
• Provide introductory document management software training to end users as needed
• Support new product development, expansion and transition to new document management software in collaboration with IT as required
• Maintain \xe2\x80\x9cadministrator\xe2\x80\x9d functions in the document management software
• Maintain a table of authorities for various types of access to the system
• Establish new user and committee accounts and keep them current
• Prepare recommendations for improvements to the document management system
• Works in collaboration with IT to oversee the installation of system upgrades; performs rigarous testing of upgrades and fixes prior to implementation
• Troubleshoot user issues in collaboration with IT and the software company
• Update and maintain the Professional Practice internal and external web pages
• Other duties as assigned

Qualifications

• College diploma in Medical Office Administration or Computer Technology required
• Recent, within the past 3 years, experience in healthcare sector document management systems or other database management system required
• Previous experience with policy/document development preferred
• Proficiency in working with Microsoft Office 365, Excel, PowerPoint, Visio and Outlook required
• Ability to manage data to produce statistics, metrics, scorecards and reports preferred
• Experience engaging with staff and physicians in an acute care setting preferred
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines
• Adept in the use of technology to support the program functions
• Excellent verbal and written communication skills
• Excellent organizational and time management skills with strong multi-tasking ability.
• Excellent interpersonal and customer service skills
• Ability to produce high quality work with exceptional attention to detail
• Ability to work well under pressure
• Ability to use good judgement in assessing difficult situations with resourcefulness and strong problem solving skills
• Ability to anticipate the needs of others ability to work well in a fast paced team environment
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
• Ability to identify administrative problems and make recommendations to solve them.
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders
• Professional and customer service oriented with an ability to work with individuals across all levels of the organization
• Ability to perform the essential duties of the job
• Proven attendance record
• Demonstrates understanding and complies with Southlake policies and procedures
• Fosters a safe and inclusive environment for all
• Models behaviour that is aligned with the values of Southlake Regional Health Centre

o Always with compassion
o Power of many
o Serve with purpose
o Every voice matters
o Courage to think differently

As a condition of employment, you are required to submit proof of COVID-19 vaccination to the Hospital\'s Occupational Health and Safety department. Successful candidates will be required to submit proof of COVID-19 vaccination (two doses) from the Ontario Ministry of Health website or other authorized source directly to the Occupational Health and Safety department. In the event that you are unable to be vaccinated as a result of a ground protected under the Human Rights Code, you may submit a written explanation of the ground and any supporting documentation to determine if you are exempt from this requirement to the recruitment team. A recruitment representative may follow up with you for further information if necessary.

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

Southlake Regional Health Centre