Coordinator, Risk Management

Mandatory Vaccination

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.

Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.


Reporting to the Manager, Risk and Patient Safety, the Coordinator, Risk Management is the internal expert resource on the Patient Safety Learning System (PSLS) modules, report writing and functionality of the system. The Coordinator supports the Quality, Safety, and Risk program in implementing the Providence Health Care (PHC) Quality, Safety and Value strategic directions across the organization by promoting patient safety and a culture of safety and learning. Responds to requests for changes to system configuration to meet the needs of users. Trains and supports staff in the use of the system as it evolves. Provides reports and analyses to managers and leaders and promotes the adoption and application of the system to enable PHC to achieve optimal use of PSLS. Works with partners to streamline and standardize processes and ensure policies, procedures and standards are adhered to in relation to PSLS. Identifies and ensures that functional PSLS issues are resolved effectively and in a timely manner, conducts routine system access and data quality audits, and supports strategic planning initiatives by coordinating phased implementation and system updates for the PSLS software across PHC. Serves as the primary contact person with the BC PSLS Central Office and acts as the PHC representative on the BC PSLS Collaborate Working Group. In conjunction with Risk Management, Legal, and Patient Care Quality Office (PCQO) staff, the Coordinator supports the reporting and analysis of incidents, claims and complaints for identifying trends in areas of risk to the organization, its staff, physicians, visitors and the community. Supports the Manager, Risk and Patient Safety and Director, Risk Management in the Critical Incident Review process. The Coordinator develops collaborative and effective working relationships with members of the Quality, Safety, and Risk team, business leaders and the IM/IT Department and interacts with all levels of PHC healthcare providers to provide and evaluate training and aspects of system utilization. Communicates regularly with representatives from other Health Authorities, relevant external groups, and with the BC PSLS Central Office. May communicate, periodically, with representatives of external organizations involved in patient safety or the use of the applicable software, consulting firms, and representatives of provincial and national projects as necessary for the purposes of sharing, obtaining, and exchanging information. Education, Training and Experience
Successful completion of a university degree in a relevant and related discipline, such as information technology or a healthcare discipline, health administration or business, plus five (5) years recent, related experience in a large, complex service organization in areas of patient safety, health information systems or program administration or an equivalent combination of education, training, and experience. Strong technical skills and a background in system or program administration is preferred. Experience in change and project management, education, and training delivery, and/or patient safety is an asset. Skills and Abilities
• Demonstrated analytical skills and attention to detail. • Demonstrated strong administrative and organizational skills. • Demonstrated knowledge of patient safety policies, programs, issues and trends. • Demonstrated presentation, facilitation, and teaching skills. • Demonstrated proficiency in written and oral communication and the ability to write correspondence, reports, minutes, and summaries. • Ability to prepare professional presentations and reports. • Demonstrated skill in project management. • Demonstrated leadership skills in building a team environment that focuses on integrity, trust and promoting each member’s potential. • Demonstrated excellent interpersonal skills and ability to work collaboratively with individuals at all levels. • Demonstrated skill in leading change by inspiring and engaging others to promote innovation. • Demonstrated ability to plan, multi-task, organize, problem-solve, prioritize work and to meet deadlines and work under pressure. • Demonstrated ability to work independently, in collaboration with others using initiative and judgement, and fostering working relationships with internal and external stakeholders. • Ability to identify, analyze and resolve problems. • Demonstrated awareness of Indigenous cultural safety, cultural humility, Indigenous-specific racism, anti-racism, critical race theory, and colonialism past and present. • Demonstrated awareness of the Truth and Reconciliation Calls to Action, the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), In Plain Sight, and other related policies and reports. • Demonstrated ability to work with minimal supervision. • Demonstrated ability to handle confidential information and to carry out role responsibilities with tact and discretion. • Demonstrated ability to co-ordinate and facilitate complex meetings with internal and external contacts. • Demonstrated ability to use spreadsheet, word processing and database applications. • Physical ability to perform the duties of the position. In collaboration with the Manager, Risk and Patient Safety, leads the implementation and maintenance of all modules of the BC PSLS across PHC. Ensures project deliverables and effective utilization of the system are met. Acts as PHC administrator for all aspects of PSLS including:
- system configuration, security, data integrity, and report creation;
- training and promotion of the PSLS;
- communication with handlers and end users; and
- identifying opportunities for system and data analytics improvement. Acts as a subject matter expert providing business and technical advice to both internal users and external partners to ensure that business needs are met and to ensure the application is used to its full potential. Maintains up-to-date knowledge regarding new and upcoming system functionality. Receives and responds to requests from managers and staff for the creation of new user accounts or deactivation of old accounts. Ensures each user has appropriate permissions in the PSLS. Conducts routine audits of user accounts and permissions to maintain system security. Works closely with partners at all levels in issue resolution and business process improvement. Works with clinical programs, Risk Management, Legal, and PCQO staff to support the reporting and analysis of incidents, claims, and complaints to identify trends in areas of particular risk. Identifies opportunities and makes recommendations for application improvements by ensuring system enhancements are developed, tested and deployed, and function according to agreed upon requirements. Develops and revises queries in PSLS to customize reports to meet user needs and conducts system audits to ensure data integrity. Works with other software outside of PSLS, such as Excel, to customize reports as required. Oversees the development of protocols, operating procedures and standards for PSLS reporting and data measurement for clinical teams and programs in the identification, design, implementation, and monitoring of patient safety improvement strategies. Facilitates and supports PSLS education and training by assisting in the development, implementation, evaluation and modification of training modules and documentation (e.g., videos, webinars, in-person & virtual training sessions, guidance documents). Ensures training manuals and support materials are kept up to date. Develops and maintains reference documentation related to new systems/processes to ensure knowledge transfer and consistent usage by users. Ensures the timely distribution of training materials to various users. Brings forward ideas and opportunities to expand or enhance training to promote patient safety, based on own observations and information gained through interactions with healthcare providers across the PHC. Attends regular BC PSLS Collaborative Working Group meetings to seek and respond to requests for changes to taxonomy or system configuration. Identifies needs for improvements or proposed enhancements to the system and communicates these needs to the Manager, Risk and Patient Safety and relevant operational/clinical leads. Escalates requests for system changes to BC PSLS Central Office and prepares related documentation for changes impacting system processing and other PSLS modules including changes to common data elements across shared modules. Provides leadership to groups and individuals through coaching, guiding, and modeling key behaviours/strategies, encouraging dialogue, and providing guidance and advice on issue resolution. Assists others to define shared and individual goals, meet target dates, and ensure alignment of goals with user needs and the goals of senior leaders. Fosters a team spirit, trust, and mutual respect. Identifies and facilitates application of best practices and ensures strong process methodology and evaluation of PSLS initiatives. Ensures expedited resolution to problems or barriers to enable successful implementation of solutions. Ensures integrity and quality of system data by reviewing system data, conducting routine audits, updating/arranging for correction of data and/or following up with appropriate areas to discuss ongoing issues regarding data accuracy/maintenance. Prepares documents including correspondence, presentations, spreadsheets, organization and flow charts, and reports using various Office software. Supports development, updates and maintenance of relevant standard operating procedures, templates, and tools. Responds to enquiries and to ad hoc requests for information and analysis by gathering information required, preparing spreadsheets, tables, charts, reports and presentations as required to summarize information. Coordinates and communicates information with relevant PHC staff, organizational partners, and BC health authority colleagues. Collaborates and works with applicable staff to schedule meetings, provide necessary support documentation, and maintains files and relevant databases. Prepares and distributes agendas, attends and records meeting notes, monitors task lists and follows up on action items. Performs other related duties as assigned.