Temporary Full Time Clerical Planning and Development - Hart Hub
Position Information:
Woodstock Hospital is a new state of the art facility committed to delivering high quality, patient centred care and services.
• Affordable On Site Parking, Electric Car Charging Stations
• HOOPP Pension Plan & Comprehensive Full Time Benefits
• Competitive Salaries, Tuition Assistance
• Monthly Wellness Initiatives, Staff Massage Chairs
• Job Sharing Opportunities, Internal 50/50 for Staff
• Corporate Discount Program, Staff Recognition Programs
• On Site Pharmacy
The Clerical Planning & Development - HART HUB position is responsible for the creation, management, and enhancement of intake pathways, including the development of referral processes, intake caseloads, and case distribution for the HART HUB Coordinated Intake program. This role involves integrating new software and program development into existing workflows, analyzing data for needs assessments and business planning, and tracking progress toward strategic planning initiatives. The position collaborates with interdisciplinary leads and community partner organizations to ensure program requirements are met, and outcomes are aligned with organizational goals.
JOB REQUIREMENTS:
EDUCATION: Diploma from an accredited college in Business or related discipline.
EXPERIENCE: 3-5 Years Supervisory experience, preferably in a Mental Health Setting
Key Responsibilities:
Intake Pathway Development & Management:
• Design, develop, and implement comprehensive referral and intake pathways for the HART HUB services, including the integration of new software and program development into existing workflows.
• Establish clear and effective processes for receiving, logging, and directing referrals from various sources (physicians, self-referrals, community agencies, hospitals), ensuring the collection of essential information such as presenting issues, medical history, and urgency.
• Develop protocols for handling emergency referrals, directing them to the appropriate services (e.g., Family Physician, Crisis Service, Emergency Department), while ensuring all necessary details are collected.
• Create systems to organize intake appointments, manage preadmission data, and ensure seamless communication between therapists, psychiatrists, community agencies, and other involved parties.
• Establish processes for case closures and maintain clear communication with referral sources regarding disposition outcomes.
Clerical Process Enhancement & Policy Development:
• Lead the development and refinement of clerical processes that support referral and intake pathways, focusing on increasing efficiency and effectiveness.
• Design and implement policies and procedures to improve clerical workflows, including communication systems (letters, fax processes), and integration with various systems (Cerner, Greenspace, PariConnect, InfoMed).
• Ensure the consistent application of confidentiality protocols and proper consent handling in all clerical processes.
Records Management & Data Entry:
• Oversee the creation and maintenance of an organized, accurate, and complete records management system that aligns with hospital, departmental and legal standards.
• Develop and manage a detailed log of incoming referrals, ensuring statistical data is consistently recorded and used for future planning and development of mental health services.
• Ensure that accurate data retrieval is conducted, and reports are generated for the InfoMed data system used to contribute to continuous improvement effort including program development and expansion.
Program Inquiries & Cross-Departmental Collaboration:
• Develop processes for managing inquiries regarding program availability, responding to requests from individuals, agencies, and internal staff.
• Work closely with interdisciplinary teams, hospital departments, and community services to ensure smooth collaboration and integration of services, especially when implementing new systems and processes.
Compliance & Service Excellence:
• Ensure all clerical activities are compliant with safety and health regulations, maintaining high standards of service delivery.
Promote and apply Service Excellence principles in daily operations, consistently seeking opportunities to enhance service quality and client satisfaction.
Company Biography:
Woodstock Hospital is committed to promoting compassionate and respectful patient care. We are dedicated to sustaining a supportive environment and we welcome applications from qualified individuals of diverse backgrounds, beliefs, and abilities. We are committed to providing a barrier-free environment by participating and complying with the by-laws and guidelines of the standards developed under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). If accommodation is required during the application, interview, or recruitment process, please contact Human Resources via email. Woodstock Hospital is also committed to being a safe space for everyone where we embrace diversity and celebrate individuality where everyone feels valued, respected, and appreciated. We seek to establish a more inclusive, diverse, accessible, and just culture in addressing barriers and inequities to make WH a place where everyone feels like they belong.