INTERIOR HEALTH AUTHORITY Looking for Coordinator, Medical Administration at Canada Full Time

Job title :COORDINATOR, MEDICAL ADMINISTRATION

Community :FLEXIBLE

Facility :FLEXIBLE

Status :PERMANENT FULL TIME

Position Summary

Our Medical Affairs department is seeking a permanent full time Coordinator of Medical Administration. The worksite location for this position is flexible anywhere within our beautiful Interior Health region so come love where you live, work and play.

About the role:
The Coordinator, Medical Administration, within an assigned budget, supports the efficient and effective administration of the support functions to medical staff throughout Interior Health (IH). The Coordinator provides day-to-day support and ongoing performance management of the Medical Administrative Assistants (MAAs) to the Chiefs of Staff and the Executive Medical Director Administrative Assistants (AAs) located across IH sites according to IH policies and procedures, provincial policies, and IH Medical Staff Bylaws and Rules.

The Coordinator leads within a complex matrix environment which includes an extensive geography, physicians who provide services as independent contractors as well as senior leaders within IH, other Health Authorities, and the Ministry of Health. The Coordinator also effectively participates as a member of the Medical Affairs team fostering ongoing collaboration, communication, and integration.

TYPICAL DUTIES AND RESPONSIBILITIES:
Within an accountability framework and a team-based environment, key responsibilities include:

• Implementing priorities for medical administrative services across IH and organizing workflow in order to meet the needs and/or requirements of all Executive Medical Directors (EMDs), Chiefs of Staff (CoS) and Department Heads within the context of changing environments.
• Making recommendations for medical administrative staff human resources management including recruitment and selection.
• Responsibility for day-to-day supervision of work assignments, grievance management and determination, and planning for staff training needs.
• Establishing goals, objectives, and performance standards for medical administrative services and staff; evaluating staff performance and directing corrective or disciplinary actions, up to termination.
• Leading medical administrative services teamwork and engagement.
• Collaborating with and providing direction to the AAs and MAAs with a focus on integrating, coordinating, and standardizing portfolio activities related to the IH strategic plan, the Medical Affairs strategic plan, and the Quality, Risk and Accreditation strategic plan, including the operationalization of these plans.
• Building and maintaining relationships with management and staff within IH and other key stakeholders (public and private) for the purpose of coordinating various initiatives and projects.
• Implementing policies and procedures for records management to meet Medical Administration needs ensuring they are aligned with IH policies.
• Providing guidance and support to EMD Administrative Assistants and Medical Administrative Assistants with all aspects of physician support.
• Advising medical staff leaders of upcoming changes that may affect medical staff members.
• Assisting with the development of appropriate tools for newly developed processes.
• Routine travel to IH sites to provide on-site guidance, meetings, and performance management to staff members whose primary work location is at a different site than the Coordinator’s primary work location.
• Develop and maintain processes to ensure data quality and accuracy within all systems related to medical staff resource planning including:

o Medical Staff Resource Plan (MSRP) including changes requested by Local and Regional Medical Advisory Committees and approved by the Health Authority Medical Advisory Committee and the Board of Directors

o Medical Staff Impact Analysis (MSIA) including ensuring that the MSIA is complete and approved by all required IH stakeholders prior to issuing offer letters for vacant positions on the MSRP

o Medical Staff Position Control Number (PCN) data maintenance including processing change requests from departments for individual physician Full-time Equivalent (FTE) changes, approved MSRP FTE changes, physicians leaving the department, and new physician members joining the department upon receipt of signed offer letters

• Provide user support and training as required for PCNs, MSRP, and MSIA systems
• Prepare, coordinate information, obtain EMD approval for and issue Offer Letters to new physicians, including followup to ensure IH receives signed copy from physician candidates
• Prepare, coordinate information, obtain EMD approval for and issue additional documents as required related to Offer Letters (e.g. supervisor letters, return of service contract addendums, and applicable supporting documents) and followup to ensure IH receives signed copies from physician candidates.
• Other related duties as required.

Qualifications

• A Bachelor’s degree in healthcare administration or an equivalent combination of education and experience.
• Three to five years of related experience.

LEADS Capabilities

Demonstrates all LEADS Capabilities, in particular:

• Leads Self/Cultural Agility – self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy – communicates effectively; listens with heart rather than reacting
• Achieves Results/Process Orientation – takes action to implement decisions, assesses & evaluates results, follows culturally respectful processes that also produce results
• Develops Coalitions/Building a Trust-Based Relationship – builds partnership and networks to create results, demonstrates a commitment to customers and service, participating in open exchanges of experiences and culture
• System Transformation/Credible Champion – demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships, shows courage and conviction in advocating for change for the betterment of Aboriginal people.

Skills and Abilities

• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels, as well as with external agencies and physicians.
• Demonstrated collaborative team approach with communications skills appropriate to managing complex relationships.
• Superior computer skills are essential.
• Physical ability to perform the duties of the position.