Job Description

Job Code: 20478
Status: Full Time
Location: Providence Care Hospital
Union: Non-Union
Wage: $107,113.50 - $126,028.50
Posting Period: November 11, 2025 - November 17, 2025
Reporting to the Director of Information Management, the Manager, Health Information Services (HIS) will have responsibility for the day to day management of the Information Management department including Clinical Records, Central Intake & Registration and Medical Secretaries. In this role, they will coordinate the efforts of the departmental team members, Information Technology resources, various other support departments and potentially third-party contractors or consultants, in order to deliver departmental and organizational priorities according to plan. The Manager will ensure continual evaluation of management reporting methods and products for ongoing improvement; provide oversight in the overall planning of the departmental services and ensure the organization complies with mandatory reporting requirements. The Manager will provide leadership and direction to the staff, ensuring compliance with personal health information privacy and confidentiality legislation. Responsibilities also include coordinating activities to include release of client information, record control and security, record processing and maintenance, document processing and scanning, while safeguarding the integrity, confidentiality and security of information. The individual will support Providence Care and its commitment to compassionate care and excellence across the continuum of health care services.
Skills and Qualifications Required:

• Undergraduate Degree in Business Administration, Health Administration or related field required
• Diploma in Health Records Management an asset
• Registration at the Active Level with the Canadian Health Information Management Association (CHIM), an asset
• Registration with a regulatory college as a Medical Laboratory Technologist, Occupational Therapist, or Physiotherapist is desirable
• Minimum five (5) years of experience working in health administration in an acute or non-acute setting
• Minimum three (3) years of management/supervisory experience in a health care setting
• Minimum three (3) years of experience in the application of all relevant legislation including but not limited to, the Mental Health Act, the Public Hospitals' Act, Long-term Care Act, and Personal Health Information Protection Act
• Working knowledge of Oracle Cerner Millennium preferred

Position Responsibilities:
Operational Coordination:

• Remains current and provides direction as required in the development and implementation of appropriate data collection tools to meet hospital reporting requirements for the Ontario Ministry of Health and Long Term Care (MOHLTC), Ontario Health, and corporate utilization management
• Remains current with applicable legislated and ethical standards including, the Mental Health Act, Public Hospital's Act, Personal Health Information Protection Act, and applies knowledge accordingly
• Provides direction to staff regarding, report distribution, chart analysis, forms and records management and legal correspondence in the release of personal health information
• Ensures mandatory Ministry reporting needs are met, including analysis and support of ongoing improvement initiatives through regular interaction with managers and senior leaders within the organization
• Leads assessment and evaluation of data holdings including working with key stakeholders to improve data quality, improve utilization of information within the organization and improve understanding and usefulness of the information to ensure ongoing improvement and support of evidence-based decisions
• Supports strategic initiatives by continuing to develop records management processes, reporting and data analysis and develops quantitative models to support business development and value creation efforts
• Represents the organization in regional working groups focused on registration, central intake and health information management processes for the regional health information system (RHIS)
• Collaborates with local and regional stakeholders to develop, implement and align best practices, standards and processes improvements across registration and health information workflows within the RHIS
• Coordinates departmental activities to establish appropriate prioritization and scheduling and assignment of duties to ensure ongoing departmental operations
• Contributes to developing the annual budget as it relates to labour implications
• Provides direction and leadership to direct reports including recruitment, orientation, training, and coaching
• Develops and implements a management reporting framework and suggests recommendations for ongoing improvement; consults with Director in making decisions regarding the framework and coordinates with managers and senior leadership to ensure access to, and use of management reports
• Develops full-scale project plans and associated communications documents related to departmental activities
• Ensures the privacy of personal health information by upholding the ethical principles relative to the collection, use, disclosure, retention, and securing of data and information
• Ensures the policies and procedures related to departmental functions are in place and available, are written and current, reflect the standards and expectations of current legal and ethical standards
• Liaises with program leaders and senior administrators to ensure that protocols, forms and systems are in place relative to personal health information to support and mitigate risk
• Promotes positive public relations with patients/clients, physicians, staff and external agencies and community health care partners requiring health record information
• Identifies and coordinates quality improvement initiatives and opportunities for the service
• Promotes data quality and consistency
• Performs other related duties as assigned

Staff Management:

• Oversees recruitment of new staff for the Clinical Records, Central Intake and Registration team, working with support from the Director, Information Management and Human Resources, to coordinate recruitment, interviewing, hiring and orientation, as needed
• Guides the professional development of staff including developing and implementing individualized orientation and learning plans and ensuring effective learning conversations with staff members
• Manages performance of direct reports including, ongoing coaching, mentoring, counseling and/or disciplinary action, involving other relevant stakeholders as appropriate (e.g. Human Resources, Director, Professional Practice, Quality & Risk Management)
• Collaborates with the Director and Human Resources to resolve conflict and other labour relations issues, including grievance resolution, working through formal complaint/dispute resolution processes and administering the provisions of the applicable Collective Agreements
• Assists in administering the Attendance Management Program for all direct reports
• Promotes and supports staff involvement in developmental activities as appropriate
• Ensures staff are following professional standards of practice, department and corporate policies and procedures and collaborates with the Director in the development of team policies and procedures

Financial Management:

• Manages portfolio expenditures within budget and submits budget reports as required
• Approves operating and capital expenditures within authorized limits
• Performs variance analysis, recommending actions and recovery plans as required
• Develops proposals and business cases for major expenditures and capital purchases, in collaboration with the Director, Information Management
• Oversees the management of team specific financial records and budget as required

Why Work at Providence Care Hospital:

• Specialized sub-acute Care in rehabilitation, mental health services, complex medical management and palliative care
• A hospital striving for excellence in care, education and research
• Committed to people centred approach to care delivery
• Competitive salaries with excellent full-time benefits
• Healthcare of Ontario Pension Plan (HOOPP)
• State of the Art Building with on-site parking

• On-site cafe and cafeteria with a variety of food options

• Corporate and unit/service specific orientation for new hires

• Focus on Healthy Workplace & Culture of Quality
• Employee & Family Assistance Program
• Education, mentorship and bursary opportunities
• Fully affiliated with Queen's University and St. Lawrence College and other academic institutions
• Located on the shores of Lake Ontario surrounded by park land and walking trails

Skills Required