Quality and Assurance Coordinator

Full time

Hours: Monday to Friday, 8:30 am - 4:30 pm



Reporting to the Director of Quality, Performance and Professional Services and working collaboratively with the Records Department, is responsible for the organizations’ quality assurance and risk management program and the development and maintenance of quality assurance and risk management models, systems, policies, and procedures.   The Quality and Assurance Coordinator develops the organizations’ clinical/individual service delivery records and is responsible for the development and maintenance of related systems, policies, and procedures.



  • Establishing, monitoring and implementing policies and procedures related to the collection, maintenance, retrieval and control of clinical records and ensures privacy, confidentiality and security of individual records
  • Developing and monitoring appropriate policies, guidelines, directives, and actions to ensure compliance with regulatory reporting requirements while addressing Privacy, Confidentiality, and Security of individual information and records
  • Collaborating with applicable members of the CWSDS leadership team in the development and monitoring of appropriate policies, guidelines, directives, and actions related to MCCSS Quality Assurance Measures and assistance with Ministry reviews and monitoring of implementation of relevant recommendations.
  • Playing a key role in fostering a culture of continuous quality improvement
  • Coordinating and leading the Accreditation process and ensuring that policies and procedures are developed, staff are informed of changes, and evidence is gathered to support Accreditation
  • Following up on annual quality improvement plans
  • Making recommendations related to policies and procedures that will support Accreditation and other aspects of quality assurance, quality improvement, and risk management
  • Providing support and input in the development of the Quality and Risk Management Framework in accordance with the Organization’s Vision, Purpose, Values, strategic direction, accreditation standards, MCCSS compliance standards, and relevant legislation
  • Providing key leadership in the implementation of the Quality and Risk Management Framework.
  • Developing the methodology for and maintaining the collection and analysis of data related to individuals, quality assurance, indicators, benchmarks, and outcome measures
  • Creating and implementing mechanisms for continuous quality improvement based on quality assurance findings
  • Proactive identification of potential risks and making recommendations to address risk
  • Delivering reports as needed
  • Responding to subpoenas, summons to witness, requests for information, etc. related to individual records
  • Ensuring that clinical records policies and procedures are consistent with the organizations’ practices and complies with current legislative requirements
  • Providing advice to organization staff and clinicians as required related to record keeping, access/release of individual information, and privacy/confidentiality
  • Maintaining physical and electronic clinical records
  • Ensuring auditing and all applicable data collection of the AIMS electronic database
  • Overseeing and supervising the records department and service staff
  • Development of QI surveys to include, implementation, analysis of surveys and accompanying reports
  • (I.e. benchmarks, trends, comparative data)
  • Member of the QI Committee
  • Providing expertise, guidance as the CWSDS Privacy Officer
  • All other duties as assigned  



  • Previous experience in quality assurance, risk management and health records/administrative management
  • Preferred applicants will have intellectual and developmental disability services quality assurance and risk management experience
  • Preferred applicants will have post-secondary qualifications in one or more of the following: health information management, quality assurance/risk management, administrative management experience
  • Experience in management reporting to senior level staff
  • Proven experience in preparing action plans, reports, power point presentations, data analysis, trends, etc.
  • Excellent judgment, decision –making and persuasion skills to secure win-win resolutions, using diplomacy and tact.
  • Comfortable following up with members of the management team to ensure deadlines are met with respect to Accreditation
  • Strong relationship building skills to foster positive working relationships
  • Sound working knowledge of MS Office applications and health/ client information systems to prepare documents, conduct analysis and generate reports.
  • Ability to maintain confidentiality and professionalism is essential
  • Self-directed and able to work with minimal supervision
  • Must have a valid Ontario driver’s license, proof of insurance and reliable vehicle
  • Must have satisfactory medical clearance and a clear criminal record check with vulnerable sector screening

LOCATION:  53 Bond St, Oakville

HOURS OF WORK: Monday to Friday, 8:30 am to 4:30 pm