Job Specification

Purpose of Position :

To analyze client requirements and develop procedures for accessing/ collecting health data information/ records that are contained in systems/ databases external to the Ministry's legislative authority/ control. To liaise with Information and Information Technology (I&IT) Cluster staff for technology support related to implementing/ resolving issues with new data submission processes. To ensure customer relationships and support submission processes for the new data to be transferred into or changed within the database models/ structures, conduct quality/ edit checks and respond to questions.

Duties / Responsibilities :

Recognizing that the development, maintenance and enhancement of a comprehensive health information management system is critical for building a better health system, and that not all health data information is housed within ministry databases / IS systems or subject to the ministry's legislative authority, this Position:

1. Provides support to Ministry Business/ Program staff in identifying, analyzing and interpreting their needs (e.g. long range planning, funding formulas/ analysis, policy, health care system performance, etc.) for new/ changed health data requirements that are housed in database holdings that are external to Ministry's authority/ control (e.g. CIHI, Health Canada, Statistics Canada, WSIB, Ontario Chief Coroner, Child Health Network, Ministries of Transportation, Environment) to identify most appropriate data sources to meet these needs, advise on how to capture data requirements and establish priorities/ timelines.

2. Documents detailed data requirements and information flows; develops and recommends collection procedures on how to access/ collect required data to ensure that submission processes are successful; identifies and addresses submission problems/ issues and recommends solutions on how to address them. Contributes to the development of tools, standards and guidelines in support of the entire Iife cycle of imported data, including acquisition, retention, maintaining currency and disposal when no longer required or mandated and according to OPS and HSIM standards.

3. Provides input and guidance on IM business requirements to I&IT Cluster system specialists related to accessing/ collecting data from external holdings, submission processes, warehousing needs, maintaining data currency and/or resolution of system problems; consults on feasibility and general capabilities and oversees the creation of automated or manual processes to collect data, the implementation of required changes and/or data models. Fully tests newly developed/ changed submission processes and/or data models to ensure compliance to business requirements, standards, reporting requirements, etc.

4. Promotes effective customer relationships with health data users through provision of advice on health data that is available through ministry and external holdings/ systems, how it may support their requirements, interpretation of data standards, access restrictions, submission processes and data quality issues. Researches, investigates and recommends new data sources (partners) in response to new and/or anticipated planning, funding or policy needs.

5. Conducts sophisticated point of submission data analysis / quality checks to validate health data submissions, ensure that they meet expectations/ standards and are organized according to specifications and promoted to production. Identifies data quality issues, assesses source of problem (e.g. incomplete information, coding error, not linking properly within database, etc.) and initiates corrective action.

6. Develops training and educational materials in support of new reporting/ submission requirements review sessions; ensures the distribution of specifications to service providers.

7. Researches, prepares and/or contributes to the development of briefing and presentation materials, training materials, reports related to Ministry, LHINs and business sector data development and maintenance requirements, data quality issues and submission problems/ issues.

Knowledge :

Position requires knowledge of the Ministry's/division's vision, strategic directions and priorities for hospitals, mental health, long-term care, acute and community health care delivery systems and related legislation (e.g. Public Hospitals Act, Ministry of Health Act, Private Hospitals Act, FIPPA), Ministry health care management practices, health systems operations, issues, standards to conduct analysis related to collection, submission processes and maintenance of health data records that are housed external to ministry's holdings/ authority. Working knowledge of health systems operations issues, standards, directions, OHRS/ MIS CoA reporting standards, hospital performance agreements, accountability frameworks and decision making structures to conduct point of submission data analysis quality checks of imported data to validate health data submissions across all sectors and ensure they meet expectations and standards. Working knowledge of systems and databases used for Ministry financial information planning and strategic decision-making (e.g. CoA, OHRS, OHFS, HAPS, H-SAA) to provide input/ oversee the creation of automated or manual processes to collect imported data, conduct business/ user acceptance testing of draft changes implemented in the test environment and monitor production data submissions. Sound knowledge of statistical research methodology, risk assessment techniques, reporting/querying software (e.g. SOL), business intelligence tools (e.g. Cognos, SAS), data quality assurance techniques/ tools and proficiency with PC based common office software (spreadsheet, word processing, Access, database applications) to produce sample data for evaluation, validate submissions against requirements and prepare a variety of documents, including findings, issue papers, managing risk, briefing and presentation materials. Strong conceptual, analytical, evaluation and problem solving skills to identify, analyze and interpret client needs for new/changed health data requirements that are housed in database holdings that are external to Ministry's authority/ control, research new data sources, develop collection procedures and address submission issues. Strong project management, planning and organizational skills to undertake a demanding workload to meet strict quality and deadline requirements. Strong oral communications to consult, listen, provide explanations on application of new/changed submission processes and/or data warehousing solutions; written communication skills to provide reports containing plain language analyses/ explanations, briefing and presentation materials, specifications and training materials. Strong relationship management skills to foster cooperative business relationships with internal/ external counterparts, Cluster I&IT staff, decision-makers and data providers.

Judgement :

Work is performed under the general direction of the Manager, Data Development and Maintenance and within broad framework of Ministry strategic direction for business sector(s)- e.g., Hospitals, Provincial Psychiatric LTCHs, Community Care Access Centres, Children's Treatment Centres, Community Mental Health Agencies, and Long-Term Care Homes relevant government/ministry legislation, policies, protocols and standards requirements and national, inter-provincial reporting standards. Work assignments, technical direction, advice, guidance and review of completed work are provided by Data Management Specialist. Judgement Is required in identifying, interpreting and analyzing new health data requirements that are not available through ministry holdings or where ministry has legislative control, in researching and identifying data sources that would provide the required data, in determining access/ collection procedures, consulting with Cluster I&IT staff regarding feasibility and system capabilities for accessing imported data from other holdings, in Identifying implementation, educational training issues and in developing options that best balances Ministry/ service provider needs, addresses issues and manages risks/ expectations. Judgement is required In selecting sample data for validation, conducting quantitative and qualitative analyses to identify data quality, data standard compliance or submission Issues and providing recommendation on how to address them. Judgement is also required in advising Branch/ Divisional staff on available data housed within ministry warehouses and available from other sources external to the Ministry and how that data can be used to meet their requirements, including responding to enquiries on submission processes, data quality or data standards or access issues. Judgement is required in preparing reports, briefing materials and presentations, in conducting business/ user acceptance testing of draft changes implemented in the test environment and maintaining effective working relationships with internal/ external stakeholders.

Accountability - Programs :

Accountable for conducting timely, accurate and complete data needs/ submission process/ data quality at point of submission assessments and analyses, reports and recommendations to identify and implement new data requirements, access/ submission processes, manipulation and storage solutions for data collected from holdings outside the Ministry's legislative authority/ control; ensuring submission processes are successful and promoted to production. Accountable for providing advice, guidance, education and ongoing support related to availability of health data within/ external to ministry holdings, how that data can be used to meet client requirements, submission processes, data quality checks, development of tools/ standards/ guidelines and resolution of problems.

Accountability - Impact of Errors :

Failure to provide accurate data analysis, reports and conclusions could result in flawed decisions affecting health care funding, resource deployment and accountability management. Inaccurate data editing and validation, tools development and/or advice on data collection from external Information sources, design and applicability could result in uneven data quality, flawed analysis, recommendations and issues management. Failure in effective liaison/ input/ guidance to systems professionals to effective appropriate collection/ submission processes for data requirements housed outside Ministry's control could result in faulty/ compromised data, analysis and Ultimately management decision-making due to incomplete health data information.

Contact - Internal :

Frequent contact with Branch/ other Division counterparts/ staff (e.g. HSAP, HSIF, COSO, HSSD) to provide analysis. options and recommendations related to imported data submission methodologies. tools, policies and co-ordination of data/ system changes to implement data access/ collection. Frequent contact with Business/ Program staff/ managers to discuss/ interpret requirements for health data/ information housed in systems/ databases outside Ministry's legislative authority/ control, identify/ address issues related to feasibility/ access / submission processes for this imported data, coordinate system change activities and provide user advice and support (e.g. user test results and issues). Regular contact with Cluster I&IT service providers to provide input, identify technical IM support needs and test the implementation of new data submission processes and associated tools.

Contact - External :

Contact as needed with data providers with information holdings where Ministry has no authority/ control (e.g. CIHI, Health Canada, Statistics Canada, Canada Post, Register General), including other ministries/ agencies (e.g. WSIB. Ministry of Finance, Ontario Chief Coroner, Ministry of Transportation. Ministry of Transportation) to discuss data requirements, submission processes, access and quality issues. Contact as required with external service providers to provide input related to implementation of technology support changes.