Coordinator, Patient Data (Cardiac Registry) at University Health Network (UHN) in Toronto, ON

Job description

Union:  Non-Union Number of Vacancies:  1 New or Replacement Position:  New Site:  Toronto General Hospital Department:  Data & Analytics Reports to:  Manager, Data & Analytics Salary: $ 29.87 to $37.34 per hour  Status:  Permanent Full-Time Closing Date:  November 9, 2026 Position Summary UHN Data & Analytics supports the organization’s growing demand for reliable data and data-driven insights, helping TeamUHN better understand and use information to advance patient care, operational planning, research and education. The Coordinator, Patient Data (Cardiac Registry) supports the integrity, completeness and timely maintenance of patient, wait-list, procedural and registry data for the Peter Munk Cardiac Centre. The successful candidate will coordinate patient onlisting and offlisting, reconcile information across approved source systems, complete routine quality-control and deficiency follow-up, and prepare recurring and ad hoc reports for clinical, operational, financial and external reporting purposes. Working closely with clinical, administrative and data partners, the coordinator identifies missing or inconsistent information, follows established escalation pathways and helps maintain reliable cardiac registry and wait-list data. This role requires careful interpretation of patient records, sound judgement within defined processes, strong attention to detail and consistent handling of confidential health information. Duties Maintain complete and current patient records in Ontario Health’s Data Collection and Information System (DCIS) and other approved data-collection tools. Coordinate patient on-listing and off-listing using referral, acceptance, surgeon, procedure, status and outcome information available in Epic and other approved source records. Support cardiac surgery registry and wait-list activities and other registries as needed. Review daily and scheduled worklists to identify new cases, completed procedures, cancellations, missing documentation and records requiring follow-up. Perform routine quality-control checks and reconcile data across Epic, DCIS, administrative trackers, operative documentation and other authorized sources. Generate and review error or deficiency reports, investigate discrepancies, complete corrective action within the role’s authority, and escalate unresolved issues appropriately. Validate cardiac surgery volumes and procedure groupings with designated data partners, including STS-related data processes where applicable. Run established queries and extracts and prepare recurring and ad hoc reports for case costing, coding, finance, wait-list monitoring, procedure volumes, data validation and program planning. Use the Cardiac Activity Report dashboard on Ontario Health’s Health System Insights platform to review and extract cardiac activity metrics and wait-list trends. Extract, clean, transform and organize data using approved tools, including Microsoft Excel filters, formulas and pivot tables. Validate report parameters, timelines, fields and totals before release, and clearly identify missing or unresolved data elements. Maintain process documentation, data definitions, report instructions, working files and issue logs to support repeatability, retrieval and auditability. Identify system, report or access issues and work with the manager, application support, IT and designated partners to resolve them. Respond to routine questions from clinical, administrative, finance and operational partners and communicate data-quality issues clearly and respectfully. Provide orientation and procedural guidance to relief staff or new team members on assigned data-management activities. Collect, use, store and disclose patient information only through approved systems and processes and in accordance with UHN privacy, confidentiality, records-management and information-security requirements. Other duties as required. Completion of a two-year community college