Under the supervision of the Contracts Manager, the Contracts & Compliance Coordinator is responsible for maintaining key relationships with contract leads and having a thorough understanding of all contracts in order to be a resource to both internal and external parties, while acting as the liaison between the government contracts and Bayshore departments.
DUTIES AND RESPONSIBILITIES
· Read and understand contract obligations and how they relate to business operations. · Collect and record contract data based on department protocol.
· Ensure internal process and operations meet required contractual obligations and identify gaps in processes and procedures that are not in compliance with HCCSS Contracts.
· Manages Contract performance, utilizing available data and information to identify issues and/ or concerns as well as quality improvement opportunities related to our contracts.
· Attend LHIN and SPO meetings (travel as required).
· Develop thorough understanding of internal operations including the environment and operating conditions.
· Addresses concerns from clients and contract representatives in an effective and timely manner – working with relevant internal staff and external parties (including performance and billing issues).
· Act as a point person between Internal departments and customers to communicate any updates, disruptions to service, improvements, etc.
· Train staff on HCCSS requirements.
· Coordinate resources for RFPs for Proposals.
· Take minutes during meetings following document control protocol and ensuring follow up is shared with relevant parties/ management in a timely manner.
· Investigate and respond to client complaints and escalations and work with internal/ external departments to implement process improvements.
· Update and maintain department tools and contracting processes.
· Actively work to develop an understanding of the business operations from a front-line perspective.
· Communicates project development, status, and related processes on an ongoing basis.
· Ability to ensure timely and effective execution of multiple and simultaneous projects.
· Self-organized and has ability to prioritize tasks and ensure all deadlines are met.
· Identify business requirements regarding contracts terms and conditions.
· Contributes ideas and innovations to improve upon existing systems, work processes and procedures.
· Respond to inquiries or questions regarding contract administration.
· Complete a variety of administrative tasks.
· Develop process flow charts, SOPs and work instruction in various formats (Visio, Word, Powerpoint, Excel).
· Ensure required data is collected, prepared and communicated to relevant parties.
· Extract and analyze reports and summarize findings for management.
· Maintains excellent relationships with internal department leads, using effective communication strategies including email, phone, and in-person meetings.
· Maintains excellent relationships with external parties/ customers using effective communication strategies.
· Works with staff and management to ensure actions items are completed in a timely manner as per assigned deadlines.
· Responding to customer and internal enquiries within set guidelines and time frames.
· Maintain strong relationships with key stakeholder groups including clinical and administration team members.
· Develop process improvements that mitigate risk and ensure contractual compliance.
· Participate in improvement initiatives with department leads, with a focus on Patient Safety, Risk Assessment and business efficiency.
· Participate in quality activities and continuous improvement initiatives in keeping with the company’s Quality Management System.
· Participates proactively in Health & Safety activities while performing all duties.
· Adhere to Bayshore Policies and Procedures.
· Maintain confidentiality of client and corporate information.
Complete other tasks as requested.
QUALIFICATIONS
Education and Experience · University degree in a related discipline or three-year diploma in a related discipline plus related experience
· Related experience in a health care environment, Ontario LHINs or other Provincial Agencies is an asset
· Experience in Program / Project Management is an asset
Other Skills, Abilities and Requirements
· Excellent time management skills with the ability to prioritize multiple assignments and meet deadlines
· Strong communication and presentation skills
· Experience providing detailed reports using Microsoft Office (Excel) and CRM
· Valid driver’s license and reliable vehicle for off-site meetings