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.

In accordance with the Mission, Vision and Values, and strategic directions of the organizations, the position promotes a safe environment for patients, residents, clients, families, visitors and staff.

Reporting to the Regional Director, Transcription Services & Health Information Exchange, the Regional System Manager, Transcription Services is responsible for development and delivery of transcription systems used by a variety of stakeholders across Fraser Health, Providence Health Care, Provincial Health Services Authority and Vancouver Coastal Health (collectively, the “Organizations”). Works closely with internal stakeholders; BISS & HSSBC and vendors such as M*Modal and Excelleris to ensure the establishment and maintenance of stable, functional, secure and effective systems that guarantee user satisfaction, system availability, service levels and performance criteria. Establishes internal system controls to protect the organizations’ data and to ensure the accuracy and reliability information. Develops and completes audits to test the control system. Anticipates major changes that impact services (e.g., downtime), and plans and implements mitigating strategies.

The Regional System Manager also provides leadership, guidance and support to designated staff. The position fosters partnerships with user departments throughout the organization to influence, persuade and facilitate consensus with respect to resources, rights, and privileges regarding dictation/transcription systems.

What We Offer

Education, Training and Experience
Bachelor’s degree in Health Information Science, Business Administration or related field and seven (7) years of recent, related experience implementing transcription systems as well as project management and supervisory experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Demonstrated knowledge of transcription systems and software applications.
• 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.
• 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.
• Ability to effectively manage budget and staff resources.
• Ability to organize, prioritize and balance work.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

Check out more about us! https://youtu.be/Qo G1Umc OZI8

1. In collaboration with the Regional Director, develops the overall strategy for system deployment, maintenance and service delivery; develops detailed roll out plans including resource requirements, timelines, testing, communication strategies, and cost implications; and engages appropriate cross-functional stakeholders within the organizations and external vendor at applicable milestones in process.
2. Ensures the ongoing functionality of transcription systems by ensuring systems are meeting user needs; meets regularly with user groups, vendors, IMITS and other relevant stakeholders to gather input and provide feedback on system related issues and develop strategies and actions required for correction.
3. Develops policies and procedures regarding areas such as system access, use, performance and documentation. Ensures timely dissemination these policies and procedures to applicable stakeholders.
4. Works with user groups and vendors to anticipate technology changes and monitor impact of transcription systems on workflow and process, produce related documentation and develop strategies to ensure most effective delivery of new systems/services.
5. Acts as an interface between user groups, vendors and IMITS for issues such as authorizing changes requests, new builds, interfaces etc. Ensures the inclusion of and consistency of required data elements across the organizations where applicable.
6. Oversees the analysis and reporting of system performance. Meets regularly with vendors regarding systems to create and maintain sound relations, review performance, manage escalated issues and ensure contractual obligations are met. Develops and implements cost recovery strategies related to service delivery issues.
7. Develops and implements system controls ensuring that appropriate quality, security, privacy and safety measures are in place and in compliance with legal, industry and accreditation standards. Oversees the completion of audits to test the control system.
8. Introduces continuous improvements and enhancements to departmental workflows and processes ensuring alignment with changes in other areas of the organization. Collaborates with other Transcription Leaders in implementing departmental efficiencies.
9. Works with Privacy Officers in development and completion of Privacy Impact Assessments for changes to systems and procedures and develops Service Level Agreements with other Health Authorities and organization for data integration requests.
10. Collaborates with vendors and user groups to plan, develop and deliver training programs for new systems and/or enhancements. Coordinates training sessions with the various organizations to ensure most effective use of resources. Develops and/or ensures the development of user training manuals and training materials.
11. Works with team members, vendors, and IMITS to plan downtime procedures and disaster recovery for transcription systems. Develops and implements appropriate documentation communication measures to ensure related information is provided to all stakeholders in a timely manner.
12. Oversees the supervision of assigned staff including 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.
13. Provides leadership to staff through coaching guiding and modeling key behaviors/strategies; encourages dialogue and provides guidance and advice to facilitate resolutions to work issues. Assists team members in defining shared and individual goals in order to meet target dates and ensure alignment of team objectives with customer needs.
14. Deals with staff management issues by methods such as participating in the selection process, investigating work and staff issues, conducting performance management (including initiating disciplinary action up to and including termination in consultation with Human Resources) and handling labour relations issues including the grievance process. Represents the organization in employee grievances and other labor relations matters.
15. Participates in establishing and preparing departmental goals, standards, procedures and instructions that contribute to the effectiveness of the department in accordance with organization goals. Identifies areas where existing policies and procedures require change or where new ones need to be developed. Revises and creates new guidelines to ensure compatibility and better service for users.
16. Manages annual operating for portfolio/projects and participates in the development of capital budget. Allocates resources within approved budget and ensures adherence to the budget by performing duties such as monitoring expenditures and recommending remedial action and takes corrective action.
17. Provides system support to users, as required, during the development, maintenance and operation of the various transcription systems by performing duties such as troubleshooting system software problems, authorizing user access, creating scripts/reports and reviewing status of transcription reports.
18. Performs other related duties as assigned