Regional Manager, Records Management and Registration (BC Cancer Agency)

Providence Health Care

Providence Health Care

Vancouver, BC, Canada · Remote
Posted on Tuesday, August 22, 2023

The Providence Health Care’s Health Information Management Administration team is hiring!

Learn more about the Health Information Management team, check us out here.


We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.


What does the Health Information Management team do?

Health Information Management (HIM) is a leader in the collection, storage, and distribution of patient information within British Columbia. Our dedicated team of professionals are some of the first points of contact at Health Organizations sites. As a consolidated Lower Mainland department of Providence Health Care, HIM has staff at about 40 geographically dispersed locations across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health.

Approximately 1,450 staff working the following Service Areas: Registration, Records Management, Transcription Services, Health Information Exchange, and Coding.​ Additional Corporate Services include: Strategic Planning, Projects & Business Optimization, Culture & Communications. There is room for growth and development and we aim to support our teams to flourish.


Providence Health Care is currently searching for a Regular Full Time Regional Manager, Records Management and Registration. This is a Hybrid role.


This role will provide oversite for the following health care facilities for BC Cancer Agency - Abbotsford Centre, Centre for the North, Fraser Valley Centre, Southern Interior Centre, Vancouver Centre, and Vancouver Island Centre.


Reporting to the applicable Health Information Management Director, the Regional Manager oversees service delivery and operations for Records Management and Registration services at assigned sites. The incumbent supports the goals and objectives of the organization through leadership and management of human, financial and material resources. Participates in the planning, design, strategies, standardization, implementation and delivery of efficient and cost effective lower mainland patient/client/resident health records and registration across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health (collectively, the “Organizations”).


The Regional Manager provides leadership, guidance and support to designated staff. The Regional Manager oversees Records Management including access, storage and retrieval for paper and electronic information, release of information, confidentiality and information security for designated sites. The Regional Manager also oversees registration service to meet information management requirements and care delivery for efficient intake for patients/clients/residents, ensuring work is aligned with broader clinical information strategies. The Regional Manager fosters partnerships with user departments throughout the organization to influence, persuade and facilitate consensus with respect to resources, rights, and privileges regarding records management and registration services.

Qualifications / Skills and Education

Bachelor’s degree in Health Information Management and seven (7) years of recent, related experience in a large multi-site organization including a minimum of five (5) years of experience in a management or leadership role or an equivalent combination of education, training and experience..

Eligible for registration at the Certificate level with the Canadian College of Health Information Management (CCHIM) preferred.

Skills and Abilities
Ability to communicate effectively, both verbally and in writing, with all levels of the organization, including advanced report presentation and writing skills.
Effective facilitation skills and the ability to motivate and influence physicians and leaders.
Demonstrated humility and heart-held leadership.
Advanced skills in complex problem solving, planning, project management, change management and group process.
Ability to work effectively, both independently and as part of a team.
General knowledge of current health care issues and trends.
Ability to exercise sound judgment, critical thinking and effective decision-making.
Ability to analyze and problem-solve complex issues towards effective solutions.
Ability to critically assess policy and procedures and affect change.
Ability to respond to changing priorities and unforeseen circumstances.
Ability to provide leadership, guidance and direction to staff and the leadership team.
Ability to effectively manage budget and staff resources.
Ability to organize, prioritize and balance work.
Ability to operate related equipment, including computer software applications.

Duties and Responsibilities

Plans and manages the provision of Records Management and Registration services by establishing and communicating priorities and overseeing coordination of activities. Develops and maintains an effective organizational structure for assigned areas.

Establishes and prepares departmental goals, standards, procedures and instructions that contribute to the effectiveness of the department in accordance with the goals of the organizations. Assures compliance with policies, procedures, rules and regulations. Identifies areas where existing policies and procedures require change and develops new policies as required. Revises and creates new standards in consultation with other Managers and Directors as appropriate to ensure consistency and better service for users.

Supervises Managers, Coordinators, Supervisors and other personnel, which includes work allocation, training, and problem resolution; evaluating staff to ensure effective performance of duties; establishing clear definitions of responsibility for each employee; reviewing workload assignments and adjusting to meet operational needs; motivating employees to achieve peak productivity and performance. Fosters team spirit, trust and mutual respect.

Provides leadership to staff through coaching, guiding and modeling key behaviors/strategies; fosters dialogue and provides guidance and advice to facilitate resolutions to work issues; and encourages staff development. Assists team members in defining shared and individual goals in order to meet target dates and ensure alignment of team objectives with customer needs.

Determines the staff complement for assigned area in consultation with the Director. Selects, directs, supervises and evaluates staff to ensure effective performance of duties. Promotes, disciplines and initiates employee terminations as required (in consultation with Human Resources). Handles labour relations issues including the grievance process. Represents the organization in employee grievances and other labor relations matters. Approves essential service levels as necessary.

Provides innovative records management and registration leadership to the organization including being conversant with best practices, the future direction of and new developments in, records management and registration and how those directions and developments will impact the organization and how future and current systems can be utilized for the benefit of the organization.

Develops systems to ensure proper and efficient use of equipment, supplies, and facilities.

Develops the annual operating and capital budget. Ensures adherence to the budget by performing duties such as monitoring expenditures and recommending remedial action and takes corrective action. Develops and recommends long and short term fiscal plans including resource allocations for existing and new programs.

Develops and maintains relationships with internal stakeholders such as physicians, supervisors, other managers and directors in user departments throughout the organization. Uses influence to persuade and facilitate consensus with respect to resources, rights, and privileges regarding records management and registration services. Identifies ongoing records management and registration requirements by participating in periodic planning sessions, conceptualizing and providing expert advice for future developments, and participating in annual systems planning to outline priorities and change requirements.

Supports the effective integration of health information in the public health, mental health, and community care sectors.

Ensures overall data quality, integrity and security of clinical information stored in electronic and paper media. Oversees the completion of operational audits to test the control system. Develops, prepares or provides statistics and information on workload management, department activity, quality assurance, and performance indicators on a scheduled or requested basis.

Ensures the appropriate administration of the BC Freedom of Information and Protection of Privacy Act in relation to requests for clinical information. This includes providing orientation to the Act to site coordinators and others, making decisions in relation to requests under the Act, and deploying requests for information to appropriate resources.

Maintains an awareness of current information management trends and issues through methods such as literature review, contact with peers at other organizations and attendance at seminars, workshops and education programs.

Participates on assigned internal and external committees.

Performs other related duties as assigned

Vaccination Flag

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.