Privacy and Information Access Coordinator

Position Type:

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Closing date:

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Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls. 

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions.

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Reporting to the Manager of Privacy, the Privacy and Information Access Coordinator shall be responsible for coordination of the collection, retention and release of records containing confidential personal health information within the EHS/EMC system. 

In the course of duties the incumbent shall be responsible for ensuring compliance with organizational and government policy pertaining to personal health information. As well, the incumbent shall provide education to new and current employees and on relevant privacy legislation and assist in the development and review of organizational policy relevant to privacy and security.

The incumbent will be responsible for administering the organization’s privacy breach detection software and auditing compliance as it relates to appropriate access of personal health information.

The Privacy and Information Access Coordinator will work to promote a culture of privacy and ensure that the organization safeguards the personal health information collected during the provision of care.

Key Responsibilities

Auditing Program

• Implementation of a proactive auditing system as it relates to EMC systems that contain personal health information ensuring appropriate access of records
• Complete an analysis of all EMC systems containing PHI in order to determine prioritization of proactive auditing required in conjunction with the DHW Health Privacy office and Manager of Privacy.
• Develop an auditing plan and schedule to be completed at regular intervals.
• Liaise with the appropriate EMC leadership for follow-up when inappropriate access is identified.
• Identify gaps within the organization from audits conducted and risk mitigation around same.

Administration of EMC’s privacy breach detection software

• Responsible for issuing and removing account privileges
• Proactively placing privacy alerts on highly sensitive records
• Notification of privacy alerts to the most responsible manager when received verifying appropriate access
• Escalation to the Privacy Manager when a confirmed privacy breach has occurred
• Make recommendations for expanded utilization and optimization of the software within EMC

Privacy Education and Policy

• Deliver privacy education for onboarding for all new hires
• Deliver privacy education for change in role in positions and impact to privacy within the role change
• Deliver education on EMC’s privacy breach detection software
• Assist in the development of annual privacy training materials and department specific training and manage employee compliance with required training

Stakeholder Engagement

• A regular liaison with the DHW HPO and attending regular monthly meetings.
• Liaison with leadership as it relates to employee subpoenas and requirements around same.
• Liaison with leadership as it relates to production orders and the receipt of highly sensitive requests.

Education

• A college certificate/Diploma in records management, information management, business administration or related field is required.
• A Bachelor’s degree in health, business, public administration or a related field is preferred.

Experience

• Minimum of 3-5 years of professional work experience/knowledge in healthcare and/or privacy and/or compliance ;
• Experience managing confidential, private and patient information;
• Understanding of investigative processes;
• Possess experience developing policies and procedures;
• Computer literacy is required, including ability to work in databases and online software;
• 5 years or more of professional work experience/knowledge in healthcare and/or privacy and/or compliance preferred
• Experience working in data entry and/or record administration preferred.
• Knowledge and/or expertise in healthcare, Emergency Medical services preferred

Certifications

• Current IAPP Certification in place.

Knowledge and Skills

• Knowledge of applicable federal and provincial laws and regulations relating to privacy and information access.(an asset)
• Knowledge of patient safety and risk management processes.
• Understanding of ambulance operations and/or health systems and inherent privacy and risk management processes.
• Ability to maintain strict confidentiality.
• Ability to work independently and work comfortably with senior management.
• Ability to gather facts, understand requests, clarify information, work collaboratively with individuals and groups and formulate sound defendable conclusions.
• Ability to manage multiple tasks and meet tight deadlines.
• Excellent analytical skills and demonstrate foresight about potential issues and opportunities.
• Strong oral and presentation skills
• Ability to consider multiple aspects of information and the impact on the patient, families, public and the company.
• Proficiency with MS Office (focusing on Word, Excel, Adobe and Outlook).
• Level Two or higher Excel training preferred.

Language

• English

Working Conditions

• Typical office environment to start with the option to work from home up to 2 days a week after a period of time  and at the discretion of the Manager.
• The employee will spend various periods of sitting, standing, walking, crouching, lifting, and / or carrying light objects.  The employee is required to maintain one position for possible long periods of time, such as sitting at meetings, or at a desk setting.  The employee will be reading data or inputting data, report writing, operating a word processor, computer, calculator, and talking on the telephone.  The employee will use and have exposure to general office equipment such as fax, photocopier, printer, and personal computer.  The employee will have exposure to low to moderate noise levels.

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Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.