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Job Descriptions


POSITION TITLE / PORTFOLIO:
President, Ontario Health Record Association
Chair, Board of Directors


PURPOSE:
To represent members of OHIMA on relevant regional, provincial and national committees or bodies. To provide leadership to the OHIMA Board of Directors and its membership.

TIME COMMITMENT:
Approximately 30-40 hours per month.

QUALIFICATIONS:

  1. Active member of OHIMA.
  2. Graduate of the CCHRA
  3. Ability to travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at a regional, provincial and federal level
  7. Demonstrated leadership skills focused on planning, organization, and direction
  8. Experience with committees, task teams and/or working groups
  9. Understanding of OHIMA's relationship with various regional, provincial and national stakeholders
  10. Ability to exercise initiative in solving problems and identifying opportunities for OHIMA


RESPONSIBILITIES:

  1. Chair Annual General Meeting
  2. Chair meetings of the Board of Directors
  3. Chair a portion of the Annual Convention
  4. Chair the regional group that s/he represents
  5. Ex-officio member on OHIMA task groups and committees
  6. Represent OHIMA at CHIMA Annual Convention and Alliance of Provincial Health Record Associations
  7. Chair OHA Educational Session for OHIMA
  8. Prepare "President's Message" for News & Views
  9. Ensure that the Association is fiscally responsible in the management of Association activities, in conjunction with the Board of Directors
  10. . Prepare Agenda for Annual General Meeting
  11. Liaise with other Associations on matters applicable to health record/information issues
  12. Represent the Association, as required, on specific provincial committees, working groups and task teams
  13. Ensure the effective and efficient operation of the Association


POSITION TITLE / PORTFOLIO:
Director, Communications, Board of Directors, OHIMA


PURPOSE:
To ensure all issues, which are relevant to the health record/information management professional in Ontario are communicated to all OHIMA members in a timely, efficient and cost effective manner.

TIME COMMITMENT:
Approximately 25-30 hours per month

QUALIFICATIONS:

  1. Active member of the OHIMA
  2. Graduate of the CCHRA
  3. Ability to Travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at regional, provincial       and federal levels
  7. Demonstrated leadership skills focused on planning, organizing and direction
  8. Experience with committees, task teams and/or working groups
  9. Understanding of OHIMA'a relationship with various regional, provincial and national stakeholders
  10. Ability to exercise initiative in solving problems and identifying opportunities for the OHIMA


RESPONSIBILITIES:

  1. Ensure that all issues deemed by the Board as relevant are distribution to the membership.. This may occur via a variety of mechanisms - ie. newsletters, bulletins, e-mail, web page/internet, etc.
  2. Liaise with other members of the Board of Directors and membership to facilitate open and effective methods of communication
  3. Liaise with external agencies/associations/vendors to ensure the regular production, printing and mailing of newsletters, bulletins, etc.
  4. Create, update and maintain an OHIMA web page
  5. Regularly submit articles to OHIMA publication, News & Views
  6. Participate as a member of the Board of Directors


POSITION TITLE / PORTFOLIO
Past President, Ontario Health Information Management Association


PURPOSE:
To provide leadership experience and historical perspective to the OHIMA Board of Directors.

TIME COMMITMENT:
Approximately 20 - 25 hours per month.

QUALIFICATIONS:

  1. Active member of the OHIMA
  2. Graduate of the CCHRA
  3. Ability to travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at a regional, provincial and federal level
  7. Demonstrated leadership skills focused on planning, organization, and direction
  8. Experience with committees, task teams and/or working groups
  9. Understanding of OHIMA's relationship with various regional, provincial and national stake holders
  10. Ability to exercise initiative in solving problems and identifying opportunities for OHIMA.
  11. Immediate Past President, OHIMA


RESPONSIBILITIES:

  1. Attend meetings of the Board of Directors
  2. Represent the Association, as required, on specific provincial committees, working groups and task teams
  3. Provide executive leadership assistance as required.


POSITION TITLE/PORTFOLIO
Director, Secretary, OHIMA


PURPOSE:
To provide the OHIMA Board of Directors with Secretarial support.

TIME COMMITMENT:
Approximately 25 hours per month

QUALIFICATIONS:

  1. Active member of the OHIMA
  2. Graduate of the CCHRA
  3. Ability to travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at a regional, provincial and federal level
  7. Demonstrated leadership skills focused on planning, organization, and direction
  8. Experience with committees, task teams and/or working groups
  9. Understanding of OHIMA's relationship with various regional, provincial and national stakeholders

10. Ability to exercise initiative in solving problems and identifying opportunities for the OHIMA


RESPONSIBILITIES:

  1. Record, prepare and maintain all minutes of the Board of Directors and the Annual General Meeting
  2. Circulate the agenda, minutes and any other material to the Board of Directors prior to each meeting, after reviewing minutes and agenda with the President/Chair of the Board
  3. Prepare and process any other correspondence or material on behalf of the Board of Directors, consulting with the President/Chair of the Board
  4. Maintain the official minute book for the Association, including all Board of Directors and Annual General Meeting minutes and materials.


POSITION TITLE / PORTFOLIO:
Treasurer, Board of Directors


PURPOSE:
Maintain the database of Association membership in an accurate and up-to-date manner. This includes the routine maintenance, on-going updates, production of membership renewal notices and other maintenance and routine functions. Maintain the finances of the Association including depositing income to bank account as it is received and paying all invoices of the Association in a timely manner

TIME COMMITMENT:
25 hours per month, including attendance at all Board of Directors meetings.

QUALIFICATIONS:

  1. Active member of the OHIMA
  2. Active member of CCHRA (certified, association or professional level)
  3. Ability to travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at regional, provincial and federal levels
  7. Demonstrated leadership skills focused on planning, organizing and direction
  8. Understanding of OHIMA's relationship with various regional, provincial and national stakeholders
  9. Ability to exercise initiative in solving problems and identifying opportunities for the OHIMA
  10. Availability of word processing and copying required
  11. Familiarity with bookkeeping and accounting practices


RESPONSIBILITIES:

Administrative:

  1. Produce and mail annual membership renewals and receive membership renewal fees, retaining revenue for deposit
  2. Maintain the official database of Association members, including their status. Process updates to member information. Ensure the membership database (eg. lists, labels, etc.) is available to all OHIMA Committees and other approved groups
  3. Prepare a "Certificate of Recognition" for outgoing Board members, purchase gift for outgoing President.
  4. Maintain and manage association messaging via telephone system; direct messages according to Board of Directors; respond as is appropriate to specific Association messages.


Finance:

  1. Responsible for ensuring accountable handling of Association funds, including incoming income and expenses, in conjunction with Board of Directors
  2. Monitor expenses according to budget guidelines and policy
  3. Submit operating statement for each Board of Directors' meeting, reporting income and expenses
  4. Liaise with the accountant on a regular basis to ensure the financial statements are maintained accurately and submitted on a timely basis
  5. Annually liaise with the auditor and accountant to prepare the Auditor's Report
  6. Present the Association's Financial Report at the Annual General Meeting
  7. Submit monthly account of expenses and cheques to President, Chair, Board of Directors, for review and approval
  8. Monitor and liaise with the Association's financial institution regarding investments, and apprise the Board of Directors of status
  9. Submit article on financial perspectives of the Association to OHIMA publication News & Views


POSITION TITLE / PORTFOLIO:
DIRECTOR ADVOCACY, BOARD OF DIRECTORS


PURPOSE:


To update OHIMA membership of all legislative changes.
To liaise and market OHIMA with other corporate bodies.

TIME COMMITMENT:
Approximately 25 hours per month

QUALIFICATIONS:

  1. Good communication skills, verbal and written
  2. Ability to give presentations
  3. Broad scope of knowledge with health information management at a regional, provincial and federal level
  4. Demonstrated leadership skills focused at planning, organizing and direction
  5. Understanding of OHIMA’s relationship with various regional, provincial and national stakeholders
  6. Ability to exercise initiative in solving problems and identifying opportunities for the Association
  7. Aptitude for marketing and responding to legislative changes / issues

RESPONSIBILITIES:

  1. Report to the Board of Directors and its membership the impact of legislative change on health record practices
  2. Respond to, communicate with and represent the membership to responsible government bodies on the implications of pending legislation to health records and information practices
  3. Identify for the Board the need for further assistance or action in response to current or pending legislative issues
  4. Receive legal briefs or summaries of case law pertinent to health record practices and publish in News & Views or other communiqué in entirety or synopsis
  5. Prepare an annual report of activities and submit for presentation at the Annual General Meeting
  6. Liaise with other organizations, such as the Ontario Hospital Association, CIHI and government agencies, as necessary.
  7. Promote the goals and objectives of the Association
  8. Market and promote the profession and Association to relevant stakeholders
  9. Regularly submit articles to OHIMA’s publication News & Views
  10. Participate as a member of the Board of Directors


POSITION TITLE:
Director, Professional Development, Board Of Directors, OHIMA


PURPOSE:

To provide leadership, in the promotion of continuing education and professional development opportunities for the OHIMA membership.

PORTFOLIO:
Professional development

TIME COMMITMENT:
Approximately 25 hours per month

QUALIFICATIONS:

  1. Active member of the OHIMA
  2. Graduate of the CCHRA
  3. Ability to travel
  4. Good communication skills, verbal and written
  5. Ability to give presentations
  6. Broad scope of knowledge with health information management at a regional, provincial and federal level
  7. Demonstrated leadership skills focused on planning, organization, and direction
  8. Experience with committees, task teams and/or working groups
  9. Understanding of OHIMA's relationship with various regional, provincial and national stakeholders
  10. Ability to exercise initiative in solving problems and identifying opportunities for the OHIMA

RESPONSIBILITIES:

  1. Oversee the organization and completion of the sectional group education day during the OHA Convention.
  2. Oversee the organization and completion of the annual Health Information Management education day held in September.
  3. Oversee the organization and completion of other province-wide education and development events as appropriate and required.
  4. Recruit interested members to a Working Group for the development of education/development events, utilizing expertise of past members of the Working Group.
  5. Provide counsel, when requested, to the regions on education and professional development events.
  6. Maintain an awareness of developing trends in health information management in order to adequately provide education and development opportunities for the membership at province-wide functions.
  7. Compile a calendar of significant educational events of interest and communicate in the newsletters and on the OHIMA website.
  8. Act as a liaison between OHIMA, CHIMA and health information management education programs on areas pertaining to educational needs of health information professionals.
  9. Regularly submit articles to the OHIMA publication News and Views.
  10. Participate as a member of the Board of Directors for the Association.
  11. Liaise with CHIMA and educational institutions to establish educational partnerships.
  12. Ensure that all correspondence, annual reports, publication articles, etc. are completed in a timely manner for issues relating to Professional Development.



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