Clinical Applications Administrator (Term 1 Year)

Position Type:
Temporary - Temporaire
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Closing date:
2026-03-04
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Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions.

Duties and Responsibilities:

Clinical Applications Support

• Works with internal and external stakeholders and representatives of EMC on a daily basis for items pertaining to clinical applications. This includes but not limited to: ESO/Medusa Medical Technologies Inc; EMCI Regional Administrative staff, Front line staff; Supervisors/Watch Commanders; ITS; DMT, and Billing.
• Works independently to troubleshoot and problem solve issues of patient care report (PCR) movement within the workflow using other system applications (ie; CAD, Telestaff); established policies; and SOPs as a guideline to determine the issues and takes the appropriate action to resolve.
• Investigates tracks and reports issues encountered, as well as other information to assist and identify when and who to reach out to if more information is required in order to resolve issue(s).
• Manages and maintains key clinical support databases by entering and updating data and information regularly and reporting on this information as required.
• Assists the Manager in organizing meetings within the department of Clinical Applications, by scheduling the meetings, taking minutes/logging action items etc. for follow up as required.

• Participates in Clinical applications committees as required, such as but not limited to the ePCR Core Team.

ePCR Application Support

• Manages user accounts for all clinical applications including: creating the user names and passwords; troubleshooting user account issues, revocation of user accounts, as well as conducts audits of user accounts as required by EMC periodically.
• Ensures all end users have the appropriate user accounts that are functioning appropriately so that they can access the applicable version of Siren, for Ground, Lifeflight, and/or other affiliated programs.
• Coordinates and executes the ePCR reconciliation process to ensure all required ePCRs are completed for all appropriate EHS calls recorded in the computer aided dispatch (CAD) system.
• Reports on the ePCR reconciliation status and reviews any items requiring approvals (ie: force finalizations) with the Manager of Clinical Applications/delegate as required.
• Ensures the EHS patient care report (PCR) gets moved through the workflow to its final state in a timely manner where all approved required corrections are made and the finalized record is available for other system requirements such as Billing, Research, QA etc. This process may require sending the report back to front line staff for corrections/edits while tracking all PCR movement.
• Makes minor edits to the PCR when required to ensure that it can be identified and tracked in the workflow (i.e. correct a MIN; correct the crew; add a MIN if missing on the report).
• Resolves issues associated with the transfer of ePCRs within the workflow and assist in other ePCR troubleshooting as required.
• Performs ePCR user audits to remove individuals who are no longer associated with the organization from having access to records.

Education/Knowledge Sharing

• Takes the lead role in orientating new Regional Administrative and Field Operations Support staff on ePCR, providing direction and support as per organizational requirements and policy.
• Takes the lead role in supporting and educating the Regional Administrative staff on ePCR related issues; troubleshooting as required and documenting results for future reference and follow up using multiple databases/applications. This includes but not limited to: CAD, Siren ePCR; Telestaff; Siren Applications Request Monitoring Tool, as well as logging tickets with appropriate vendors.
• Ensures that the level of knowledge required by the Regional Support staff regarding their task requirements for ePCR management is maintained and provides continued support, as necessary.
• Develops and delivers education sessions to new and current administrative staff on processes for ensuring the smooth transition of the PCR from beginning to end state in the Siren workflow.
• Creates and periodically revises Standard Operating Procedures (SOPs) as they apply to Clinical Applications and uses/shares as appropriate.
• Assists in the development, revision, management and distribution of ePCR troubleshooting/support materials for front line and support staff.

Other Duties

• Promotes and supports a culture of privacy and confidentially pertaining to the patient care information, CAD call data and staff information.
• Provides coverage for Health Records Administrator duties, as required from time to time.
• May be requested to perform other duties as required.

QUALIFICATIONS AND REQUIREMENTS:

Education & Experience:

• Must possess a post-secondary education in a healthcare or business related field from a recognized university, academic institution, or business college (i.e. Diploma of Business Administration) or equivalent combination of education and experience.
• Two (2) years related experience.
• Previous experience working in a health-care setting considered an asset.
• Medical Terminology course, an asset.
• Possesses extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.

Knowledge & Skills:

• Demonstrated skills and experience with online programs and databases considered a strong asset.
• Superior diplomacy in professionalism and ability to maintain confidentiality, required
• Must be familiar with requirements for handling and processing patient and staff information.
• Experience exercising a significant degree of discretion in the decision-making process by following guidelines and processes.
• Excellent communication and interpersonal skills, including effective listening skills.
• Self-starter that can work independently, but also be a strong team player.
• Demonstrates exceptional organizational and time management skills to adequately multi-task, prioritize workload and meet deadlines.
• Effective written, oral and presentation skills with strong attention to detail, required.
• Proficiency in Microsoft Office, specifically Word, Excel (level II minimum), Outlook and PowerPoint
• Experience in report creation and in minute taking.
• Knowledge of medical terminology an asset.

Physical Requirements:

The employee will spend various periods of sitting, standing, walking, crouching, and/or carrying light objects. Required to maintain one position for possible long periods, such as sitting in meetings, or at a desk setting. Employee will be reading data or inputting data, report writing, operating a word processor, computer, and talking on the telephone as well as will be exposed to multiple emails.

Use and exposure to general office equipment such as fax, photocopier, printer, and personal computer with multiple monitor screens. Exposure to low to moderate noise levels.

Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.