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Program Coordinator, PHSA Corporate, Vancouver BC

Vancouver, BC
Full Time
5 days ago
Program Coordinator,

PHSA Corporate,

Vancouver BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Reporting to the Manager, Clinical Services, the Program Coordinator is responsible for providing administrative and decision support while managing day-to-day queries of the assigned clinical service under BC's Agency for Pathology and Laboratory Medicine (Agency). The Program Coordinator leads the completion of tasks, including collaborating with clinical care providers to get information, facilitating group consensus for recommendations and managing the out-of-province and out-of-country funding approvals. The Program Coordinator participates in program planning, evaluation, and process improvement, and supports the facilitation and coordination of all aspects of triage, review, approval, invoicing and appeal processes for special procedures required for patient diagnoses and care. The Program Coordinator is responsible for triaging and analyzing funding requests, related documentation and patient clinical histories to confirm medical eligibility requirements are met. Reviews, analyzes and defines current/future state processes, identifies internal and external business and administrative process improvement opportunities and develops standardized and efficient processes

What you'll do
  • Respond to verbal and written communication directed to the department regarding patient funding requests and approvals by responding to inquiries and materials and in accordance with established guidelines, provides decision support regarding the medical necessity and importance/urgency of the request, providing a response and/or forwarding for any required escalation.
  • Establish and maintain relationships with a variety of interdisciplinary health care teams, comprising frontline physicians, nurses, both internal and external to the organization. Liaise with external organizations to respond to and/or share and complete information and ensure follow-up by staff on various issues. Process incoming and outgoing paper, electronic and voice mail messages related to funding approvals. Maintain appropriate clinical documentation.
  • Provide initial clinical intake and client reception by receiving the initial contact, evaluating the medical necessity for the request, and triaging based on level of priority related to the assigned clinical process, including administrative coordination, logging and tracking functions. Analyze funding requests through careful scrutiny by ensuring that internal and external processes are followed and provincial testing criteria is met.
  • Consult with internal and external contacts in collection of data. Ensure the appropriate documentation is completed and applications meet program eligibility and intake requirements; follows up with applicants for missing information when required. Corresponds with the Ministry of Health for validation of patient eligibility.
  • Prepare and present initial funding submissions to the Physicians and clinical reviewers. Produce written correspondence concerning program's position on funding acceptance with guidance from the Physician.
  • Maintain accurate data entry and integrity of patient information in the patient registry by verifying and auditing the completeness of data; Perform data entry functions such as inputting client information into relevant computer systems or request module for processing; maintain registers, assign file numbers, and prepare document packets for clinical reviewers while adhering to strict privacy requirements and maintaining attention to detail under strict timelines.
  • Provide patient support during intake and approval stages by troubleshooting problems and providing instruction/training as required.
  • Identify internal and external business and administrative process improvement opportunities; develops standardized and efficient processes to streamline activities; propose process or tool enhancements to mature the program
  • Review, analyze and define current/future state processes and facilitate and coordinate all aspects of triage, review, approval, invoicing and appeal processes to ensure the Agency's frameworks and standard operation procedures (SOPs) are adhered to consistently and accurately, and the appropriate records are maintained.
  • Assist the Manager with project plans to meet program needs by identifying weaknesses, deficiencies, or ongoing requirements, creating solutions and participates in process improvement activities within the program. Adhere to Agency policies and document control requirements; ensure consistent and accurate application of the protocols.
  • Provide administrative support to the department including the preparation and processing of invoices, documents, responding to and triaging requests, managing meeting logistics, overseeing meeting outcomes and deliverables and maintaining official records of decisions, and following necessary action items through to completion.
  • Support business administration by organizing and contributing to internal meetings, stakeholders and others as needed and follow-up on action items arising from them. Serve as a communication link for required information, processes and timelines to team members to facilitate funding approvals through all stages.
  • Immediately raise all departmental issues including clinical, technical, or IT issues to the manager ensuring smooth and timely resolution and processing of applications. Generate ideas and formulates recommendations/options.

What you bring

Education, Training and Experience
  • A minimum level of education, training, and experience equivalent to an undergraduate degree business administration or related discipline plus three (3) years recent experience working in a customer-focused or clinical environment. Strong organizational skills with strict attention to detail. Working knowledge of laboratory medicine terminology is an asset.

Skills & Knowledge
  • Demonstrated working experience with a diverse range of stakeholders.
  • Demonstrated problem solving, customer service, sound judgment, organization, and interpersonal skills. Understands the BC health care environment.
  • Demonstrated experience with using MS Access databases and documentation control systems.
  • Critical thinking skills, in particular the ability to analyze significant amounts of information for comparison and contrast with specified processes, and the ability to judge and substantiate the significance of findings.
  • Ability to analyze operational problems related to patient data collection and workflow and recommend viable solutions.
  • Ability to handle details with a high degree of accuracy and to organize and prioritize workload to meet tight deadlines.
  • Ability to work independently with minimal supervision and direction (self-directed).
  • Ability to manage multiple demands and pressures simultaneously.
  • Demonstrated ability to exercise high level of tact and diplomacy. Is politically astute and able to competently handle highly sensitive confidential information. Familiarity with office software including Microsoft Access.
  • Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
  • As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.
  • Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth and development.
  • Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
  • Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
  • Annual statutory holidays (13) with generous vacation entitlement and accruement.
  • PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Full-Time

Wage: $56,606.00 - $81,371.00/yr. The starting salary for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Location: 3rd floor 1867 W. Broadway, Vancouver, BC V6J 1Y5

Hours of Work: 800-1600, Mon-Fri

Requisition # 146244

What we do

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs:

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of June 1, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.
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About PHSA

Canada's first provincial health services authority. Provincial Health Services Authority (PHSA) is one of six health authorities – the other five health authorities serve geographic regions o...

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