POSITION: Health Information Management Coordinator- Scheduling and Registration

PROGRAM: Health Information Management and Analytics

POSITION DETAILS: Regular, 1.0 FTE, 35 hours/week

EXISTING VACANCY: Yes

LOCATION: Jarvis/Sheppard site

HIRING RANGE: $61,820-$65,170, compensation commensurate with experience

COMPETITION: 26-023

The Garry Hurvitz Centre for Community Mental Health at SickKids (GH-CCMH) is a child and youth mental health center integrated with The Hospital for Sick Children (SickKids). GH-CCMH is also a member of the Thriving Minds Mental Health Access Collaborative with CAMH and SickKids and a core service provider in the Toronto sector of infant, child and youth mental health services funded by the Ministry of Health (MOH). GH-CCMH provides prevention, early intervention and health promotion services across the city, funded by MOH and other sources. As such, the Centre has an ambitious agenda to provide the highest quality, evidence-based care, offering a range of services from prevention and early intervention to counseling and therapy, assessment and intensive supports. Services are offered in person and in virtual format. As an employer, the Centre strives to reflect the many diverse cultures and identities of the children, youth and families we serve and seeks to provide an inclusive and equitable workplace. We are also connected to the continuum of mental health services for children and youth supported by SickKids: the Brain and Mental Health Program, SickKids TeleLink Mental Health Program, SickKids CCMH Learning Institute and our online resources through AboutKidsHealth. Find out more about GH-CCMH.

The Scheduling and Registration Coordinator will be responsible for the client scheduling process and facilitate the delivery of clinical services by providing a high level of support and assistance to clinical staff, clients, and families. The role includes both client-facing and non-client-facing responsibilities, working together to ensure high-quality customer service and efficient administrative operations. As a Health Information Management professional, the position supports data quality through auditing, validation, reporting, and maintenance of the paper records and electronic health record (EHR) system. The role operates across three shift types—morning (8:30 a.m.–4:30 p.m.), afternoon (10:00 a.m.–6:00 p.m.), and evening (12:00 p.m.–8:00 p.m.)—with scheduling flexibility required to meet operational needs.

Key Responsibilities

Answering phone calls and returning messages through MHAP program for general waitlist inquires, validating information in information systems including Admission, Discharge and Transfer (ADT), general inquiries from professionals, referring out for out of catchment or not in the age bracket for services.

Updates and maintains waitlist and enrollment records to ensure accurate and up-to-date information in the system following appointments.

Schedule and coordinate assessments and follow up appointments,



which can include communication with patients and families by email or phone

Maintain appointment schedules on the electronic scheduling system and notify clients, families and staff of any updates or changes to their appointments

Photocopy, scan, and fax documents as required

Coordinate various interdepartmental activities and requests such as: update client information; check clients in for their appointment, schedule follow-up appointments or request collateral information from external providers

Input scheduling data into the electronic scheduling system and produce reports to support staff and managers in managing client flow

Communicate with inter-professional team members within and outside of the organization to coordinate the bookings, or information sharing

General Scheduling duties including calendar management, and monitoring multiple inboxes

Registration

Greet clients in a professional and pleasant manner upon arrival at the site to collect and document relevant information, as applicable

Review, update or enter registration, discharge, and client transaction information

Collate clinical data and relay this information in a precise and timely manner to colleagues within and outside of the organization

Follow up with referees on incomplete information

Assume responsibility for identifying and advancing issues and concerns with the HIM Analyst or HIM Supervisor in a time sensitive manner

General Registration duties including file and document management

Client Health Information

Coordinates access, disclosure, retention, archiving and destruction of personal health information (PHI) including digital recordings

Ensures appropriate consent for release of information and confidential transfer of PHI

Develops and maintains detailed and organized systems for tracking health record inventories

Ensures the security of information pending incident/complaint/investigation

Liaises with colleagues at all levels of the organization to present information to teams, resolves issues, etc.

Processes requests related to access and/or disclosure of PHI according to established policies and procedures, applicable provincial statutes and legislation (PHIPA)

Manages release of information requests ensuring compliance with legislated response times

Acts as a resource for inquiries regarding access and disclosure of PHI

Compiles statistical data and prepares reports related to release of information requests

Organizational

Assist in the efficient and effective operation of the HIMA department

Provides coverage for Centre reception sites on a rotational basis, including management of telephone systems,



responding to and appropriately redirecting client enquiries.

Participate in the design, development, and implementation of electronic scheduling tools and processes

Performing other duties as assigned

Other

Complies with the organization’s vision, policies and procedures

Performs other tasks as assigned by management

Maintains up-to-date knowledge of directives and orders from the Information and Privacy Commission and develops recommendations to ensure organizational adherence with laws, statutes, policies and procedures relating to information protection

Qualifications

Health Information Management Diploma / Degree

Graduating from the registered HIM program is required, but we still hire those who are in the process of obtaining the CHIMA certificate

Certified and in good standing with Canadian Health Information Management Association (CHIMA)/Canadian College of Health Information Management (CCHIM) preferred

Minimum of 3 years’ experience with scheduling and/or client registration preferred

Knowledge of office procedures and guidelines

Intermediate Microsoft Office Suite computer skills and proven proficient computer skills and working experience with computerized clinical care systems (ex. information search, and data entry)

Proven ability to work effectively as part of a team

Proven excellent interpersonal skills and effective oral/written communication skills

Demonstrated excellent organizational, time management, prioritization, analytical, problem-solving, and conflict resolution skills

Demonstrated planning and coordinating abilities

Demonstrated ability to work with minimal supervision

Demonstrated knowledge of relevant legislation, practice standards, and best practice guidelines

Ability to incorporate values of a culturally competent practice of diversity and inclusiveness in all aspects of work

Ability to work well under pressure and use sound judgment in assessing difficult situations

Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of staff members

Scheduling work of others

Problem solving breaks multi-dimensional issues, situations or processes into component parts and uses several analytical techniques to identify solutions and weighs the value of each.

The job involves making frequent non-routine decisions. Input into policy formulation.

We are seeking applicants internally and externally.

GH-CCMH is an equal prospect employer; we are committed to diversity and value inclusion. We welcome applications from Indigenous people, people with disabilities, members of racialized groups, and persons of all genders and sexual orientations.

The Centre views diversity, inclusion, and cultural competence as essential pieces of an integrated whole that sustain our organization and guides our interaction within our diverse communities.

Reasonable accommodations are available during the recruitment process to job applicants with disabilities.

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📌 26-023 Health Information Management Coordinator- Scheduling and Registration (Ontario)
🏢 SickKids Centre for Community Mental Health
📍 Ontario