Job Specification

Purpose of Position :

To analyze medical reports, using medical terminology, and various documents and driving records and interpret and apply legislation and medical standards in order to ensure the medical fitness of drivers.
To respond to inquires from the public, doctors, lawyers, police officers, internal and external staff and stakeholders on legislation, medical standards, guidelines, policies and procedures that are used to make decisions on fitness to drive.
To process medical documents for disclosure in accordance with the Freedom of Information and Protection of Privacy Act (FOIPPA).

Duties / Responsibilities :

Position functions within the Driver Improvement Office which is committed to improving road user safety and mobility in Ontario by delivering driver improvement programs based on policy and legislation. Within this context the position:

1. Using medical standards and processes, analyzes medical/vision reports (e.g. unsolicited reports, subsequent forms, etc.), results of investigations and any supporting documentation submitted by physicians, specialists, therapists, rehabilitation or addiction counsellors and police to determine an individual's fitness to drive and to decide on status of licences.

2. Interprets and applies legislation/regulations such as the Highway Traffic Act (HTA), FOIPPA, as well as policies and guidelines such as the Canadian Council of Motor Transport Administrators (CCMTA) medical standards for drivers, Driver Improvement Policy, Driver Policy, etc.

3. Conducts administrative review of cases where drivers' licences have been suspended or denied for medical reasons. Reviews medical and vision documents and analyzes reported condition(s) and treatments to determine the impact on road safety and whether the case warrants referral to the Registrar, or the MAC, by recommending approval or refusal of driver's request.

4. Authorizes suspensions, reinstatements, downgrades or upgrades of licences as well as requesting MTO retest/ driving evaluation, authorizing and processing temporary driver's licences or denying requests and communicating with the rehabilitation centres, etc.

5. Reviews eligibility for those drivers under various programs, as well as assessing the medical reports to ensure these drivers meet the medical/visual standards in order to make a final decision as to their ability to operate a motor vehicle. Reviews and analyzes drivers' records to determine other licensing requirements and advises drivers accordingly (i.e. outstanding fees, other suspensions, testing requirements, etc.).

6. Grants/denies vision waiver applications, approves/denies waiver renewals/updates, maintains drivers' records to reflect decisions made and consults with physicians to discuss and/or clarify information contained in reports. Requests further medical information when necessary, in order to aid in a more timely and efficient case review.

7. Communicates by telephone and in writing with drivers, medical and legal professionals, police, ministry officials and MPP's concerning licence/case status and policy and procedural issues while maintaining confidentiality of personal information. Prepares draft executive responses for the signature of and/or directly contacting clients on behalf of senior officials (i.e. Deputy Registrar, Director, Assistant Deputy Minister, Deputy Minister, Minister) to research/gather information and provide policy/legislative interpretations and advice.

8. Provides administrative support in the recruitment of medical specialists for the MAC. Provides training to new and existing MAC members on the Road User Safety (RUS) program, legislation, regulations, policy, CCMTA standards and CMA guidelines including changes to existing practices; prepares and presents training forums to management and staff as well as training forums headed by the MAC specialist.

9. Contributes to the Medical Advisory Committee (MAC) providing analysis of complex medical files and recommends disposition with respect to a range of options within the parameters of legislation, regulations, policy, Canadian Council of Motor Transport Administrators (CCMTA) standards and Canadian Medical Association (CMA) guidelines.

10. Participates on projects and working groups/committees to identify issues, trends and recurring problems in the application of legislation, policies and procedures or to adapt to new program changes. Conducts data gathering and consults with co-workers regarding new and existing procedures and products.

11. Maintains the quality/integrity of and updates driver records by: entering comments, recording decisions, creating correspondence, preparing acknowledgement letters and identifying pending cases going to MAC using a case management application. Updates driving records (i.e. manually downgrade or upgrade licences, cancel licences, enter licence restrictions, vision test results, condition codes or other changes, reinstate, suspend) using the driver licensing system. Reviews computer resolve messages and takes corrective action. Identifies if further review is required and escalates to higher level unit staff.

12. Performs other related duties such as: coordinating and chairing monthly team meetings; sharing information and resolving issues; providing input and allowing feedback; preparing and summarizing material in preparation for oral presentations at meetings; recording minutes/recommendations as a result of feedback and decisions; and conducting walk-through/demonstrations of the medical review process to senior ministry officials.

Staffing and Licencing :

Word processing and typing/keyboarding utilized on a regular basis to required ministry/local standards.

Position requires oral French language skills at the advanced level and written French language skills at the advanced level

Knowledge :

• Driver improvement programs, policies, procedures; Canadian Council of Motor Transport Administrators (CCMTA) standards; Canadian Medical Association (CMA) guidelines;applicable legislation (e.g. HTA), and programs affecting a driver's licence (e.g. graduated licensing system, demerit point system) to analyze, interpret and apply legislative requirements, policies and procedures; analyze driving records and medical/vision reports; resolve issues; and make decisions on medical fitness to drive.
• Related government ministries/agencies and external jurisdictions to advise and explain medical case/remedial measures, issues and information requests, and the application of legislative and policy requirements.
• FOIPPA to process requests for medical documents; prevent privacy breaches in disclosing medical information
• Medical guidelines, standards and medical terminology to assess medical and vision reports (e.g. unsolicited reports, subsequent forms, etc.); determine fitness to drive; and apply and meet medical standards.
• Research and data gathering techniques to locate and review medical and vision reports and related documents and information, assess information from various sources and undertake specialized projects where liaison with other areas is required.
• Case management system and driver licensing system to review, evaluate and validate cases and driving records, and review and process medical and vision cases; assess driver information and customize templates.
• Indexing processes to assign digitized medical and vision reports to drivers' files and verify personal identifiable information on medical reports and driving records.
• Fully programmable word processing utilized on a regular basis to develop correspondences and training material: and database and spreadsheet applications to access, update and customize data.

Skills :

• Reasoning and analytical skills to assess medical and vision reports and related documents (e.g. unsolicited reports, subsequent forms, etc.); identify and resolve errors; make decisions to suspend, approve or request further information; and reinstate drivers or suspend for vision acuity.
• Evaluative skills to assess the relevancy of information against variable data; identify issues, trends and recurring problems in the application of legislation, policies and systems; determine fitness to drive; assess impact of new/ revised medical standards, policies, procedures and initiatives; and participate in the review of and recommendations for new programs, procedures and processes.
• Administrative skills to prepare, assess and forward requested medical documents, ensuring confidentiality.
• Planning and organizational skills to coordinate work, set priorities and meet deadlines.
-Oral and written communication skills (in French & English) to respond to inquiries; interpret legislation, policies, procedures and decisions; and
prepare a variety of correspondence to drivers, doctor, lawyers, etc.; contribute to the Medical Advisory Committee; and present training forums to
management and staff.
• Customer service and conflict resolution skills to provide quality service to clients; provide responses to the public related to driver improvement programs; and respond to telephone inquiries from difficult, irate individuals concerning medical problems.
• Interpersonal skills to communicate with drivers, medical and legal professionals, police, ministry officials and other clients regarding medical issues related to fitness to drive, train new staff and work in a team environment.
• Flexibility to keep abreast of new/amended legislation, medical standards, policies, procedures and initiatives.

Freedom of Action :

Job requires working independently in accordance with ministry driver policies, procedures, practices, legislation and medical standards/guidelines related to medical fitness to drive, and in conformity with government/ministry procedural guidelines far the issuing of personal information under FOIPPA guidelines. Jab requires latitude for decision making to: interpret and apply legislation and medical standards, guidelines and DIO policies and procedures to provide clear explanation to internal/external clients; review and analyze vision reports to determine whether regulatory requirements have been met in order to reinstate, downgrade, remove or apply vision restrictions, or upgrade a drivers licence as required; ensure compliance with privacy provisions when disclosing medical documents; determine when to amend templates to reflect medical condition(s)/visual problem to inform drivers of decisions to suspend, downgrade and to request further information in regard to their medical fitness/regulatory requirements to operate a motor vehicle; research medical conditions as reported by physicians and their effects on an individual's ability to drive; apply medical standards to decide whether to suspend, request further medical information including driving evaluation/retest; determine when to create a driving record when none exists; identify issues, trends and problem areas in the application of policies, procedures, systems and unit work procedures/ processes and recommend changes; and determine when to escalate contentious inquiries/issues/errors/cases to senior staff/Team Leader/Head for advice and/or corrective action. Work is reviewed by the Team Leader/Head for adherence to DIO policies and procedures and for the accuracy of decision related to driving fitness. Job requires referring cases/issues that are not addressed in 010 policy or procedures, medical standards and guidelines to the Team Leader/Head for guidance.