Job Description The Program Specialist reports to the Manager, Patient Access and Health Information Management, and is accountable for providing project and educational support to the Patient Access and Health Information Services departments. This position works closely with internal and external stakeholders to lead the planning and implementation of activities supporting the department’s strategy, project vision and operational goals, in addition to coordinating continuing education and professional development initiatives for both staff and students.

Contribute to safe, quality care by

• Serves as the in-house expert and central point of contact/coordination for designated groups and ensures the alignment of project initiatives to operational needs and strategic priorities.
• Consults with key internal stakeholders to identify current and future operational processes and implements recommendations consistent with operational projects.
• Assists teams in identifying planning gaps and approaches to complete required work, such as high degree of change processes, standard work, and operational goals and recommends strategies for action.
• Leads work groups to ensure participants and stakeholders have the appropriate tools/resources, necessary information, and guidance to enable them to engage in the process and optimize the project outcomes.
• Develops and implements strategies to further engage staff, physicians, and patients in planning process and to build organizational capacity.
• In collaboration with the program and service leadership, facilitates the implementation of initiatives to improve process or achieve operational goals.
• Prioritizes and organizes project deliverables to ensure timely completion in accordance with project timelines.
• Ensures that tools, resources, and materials are developed, updated as necessary and maintained to meet ongoing needs.
• Acts as a role model for process improvement, change management and lean-led design by facilitating and/or participating in planning meetings, events, and projects.
• Assists with the coordination, implementation and tracking of initiatives, and flagging areas of concern for leadership attention related to the organization’s strategy, project vision and operational vision.
• Completes reports and templates as required for dissemination to key stakeholders on planning progress and other achievements.
• Coordinates student placement program by recruiting, mentoring, evaluating, and managing the performance and development of students.
• Supports onboarding of new hires and students, by creating, organizing, and disseminating training schedules
• Develops, executes, and evaluates continuous education initiatives focused on standard operating procedures.
• Supports professional development initiatives, including chairing related forums.
• Conducts in-person education follow ups with frontline staff identified through data quality assurance program.
• Performs other responsibilities consistent with the job classification, as required.

What must you have?

• Baccalaureate degree in Healthcare Administration/Management, Health Information Services, or a related discipline.
• CHIM or HICA designation required, or a commitment to obtain within 3 months of hire.

What else do you bring?

• Excellent interpersonal, communication, coaching, mentoring, and team building skills that facilitate positive interactions.
• Ability to provide leadership, support, and critical analysis in stressful and complex situations.
• Demonstrates a strong patient and customer focused philosophy in all interactions.
• Highly developed conflict resolution and problem-solving skills combined with strong analytical and critical thinking skills.
• Proactive and self-directed with an ability to work independently with minimal direction.
• Excellent time management skills with an ability to respond to priorities in a timely manner and delegate where appropriate.
• Demonstrates a commitment to professional development and learning.
• Demonstrates an understanding of continuous improvement principles and tools.
• Possesses the ability to introduce and effectively facilitate change.
• Effective communication skills with an ability to provide concise and timely messages using appropriate means of communication.
• Utilizes effective listening skills to maximize the understanding of issues.
• Proven ability to work within a computerized environment.
• Proven attendance record.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.

Preferably Your Profile Also Includes

• Experience in a leadership, supervisory, or team management role, ideally within a healthcare setting.
• Minimum two (2) years of project management experience in a healthcare environment.
• Strong facilitation and communication skills, with the ability to lead effective meetings, workgroups, and cross-functional collaboration.
• Background or working knowledge of patient scheduling workflows, including complex scheduling scenarios and use of patient portals or scheduling systems.
• Project management certification, such as PMP (Project Management Professional), CAPM (Certified Associate in Project Management), or equivalent, preferred.
• You may be required to work at all sites of Mackenzie Health

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

We thank all applicants for their interest; however, only those under consideration for an interview will be contacted.

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