Surgical Systems Analyst

Job Summary

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Program Manager, BC Children’s Hospital (BCCH) Surgical Services, the Systems Analyst, Operating Room Scheduling & Operating System (ORSOS) is responsible for ORSOS application support across Children’s & Women’s (C&W). The Systems Analyst performs application maintenance, performance assurance and project coordination for application upgrades and enhancements, provides functional training and information and trend/utilization analysis, and develops and maintains application policies and procedures in adherence to data quality practices. The Systems Analyst works in collaboration with Information Management/Information Technology (IM/IT) staff on initiatives related to the technical functions application and with Decision Support Services for initiatives related to provision of high quality information.

Duties/Accountabilities

Scope and Complexity

The Systems Analyst, ORSOS’s primary responsibility is the ongoing operation, maintenance and performance assurance of the ORSOS application, including implementation and maintenance of practices that ensure availability of high quality data. The Systems Analyst works with extensive detailed information, including information of a sensitive and confidential nature. Considerable judgment, problem solving ability and technical expertise is used when identifying priorities and resolving functional technical errors within a complex technology environment that includes interfaced software systems, such as Affinity and PeopleSoft.

Communications

The Systems Analyst, ORSOS communicates with staff at all levels throughout the agency to support the application, development and ongoing maintenance of ORSOS. The Systems Analyst collaborates with IM/IT staff on application issues, the development of Disaster Recovery Plans and report development and interpretation. The Systems Analyst liaises with Decision Support staff to ensure adherence to data governance requirements and standard policies and procedures, conducting quality audits and resolving data quality issues. The Systems Analyst consults to application end users on a daily basis by providing training, troubleshooting issues and quality assurance and investigating transaction errors.

External communication includes contact with the vendor to research products, contract information and follow up on issues to obtain development advice and support to maintain business relationships. The Systems Analyst contacts other hospitals, Ministry of Health, community health agencies and peers outside of the organization to gather information and problem solve technical issues.

Duties/Accountabilities

• Provides planning support related to ORSOS by leading and performing feasibility studies, workload efficiency analyses, using formal data gathering techniques and analyzing, designing and implementing appropriate information systems. This includes identifying system deficiencies, user department operational inefficiencies and ways of improving business efficiency functions.
• Provides support for application maintenance, modification and enhancement through programming, database development, report writing and problem solving.
• Serves as liaison between users, information technology and other departments and facilities by participating in application user group meetings to share knowledge and works with IM/IT teams on issues related to application enhancements and upgrades.
• Analyses system performance and provides recommendations for the development of capacity plans for ORSOS. Identifies and plans for data conversion routines and system interfaces, obtains sign off on application changes prior to implementation, performs testing of application enhancements and changes before and after implementation and identifies “bugs” for follow up by IM/IT and/or vendors.
• Performs system support for the application by troubleshooting system problems, analyzing reported problems and identifying common threads, completing application change forms and monitoring progress, developing, revising and maintaining tables and dictionaries, and creating and modifying application templates.
• Conducts information needs assessment with end users and develops standard reports for routine distribution. Responds to ad-hoc requests for information to support end users.
• Participates in continuous quality improvement activities by providing feedback to supervisor on processes and opportunities for improvement and developing. Ensures application data integrity by investigating and correcting data errors.
• Maintains contracts with vendors by maintaining contract information, communicating with the vendor, and conducting product research.
• Performs project management by identifying and managing project related work in coordination with stakeholders. Develops business cases and manages and implements project plan for the upgrade or enhancement of the application. In conjunction with the clinical leadership team, develops and monitors budget to support system upgrade or enhancement and explains variances if they occur.
• Maintains system application documentation including schedule and support documentation for software and hardware upgrades, application installation and enhancements. Maintains log of software upgrades and enhancements, documenting business process changes and backup plans.
• Develops and maintains ORSOS procedures and guidelines.
• Provides ongoing system support and enhancement through training programs, one-on-one consultation, systems or procedural advice, troubleshooting and resolution to escalating system failures. Provides initial and ongoing orientation and training to end users. Establishes and documents training standards for ORSOS and provides feedback to end users regarding data integrity.
• Authorizes and administers password access for users.
• Creates and maintains the Business Resumption Plan and Disaster Recovery Plan for ORSOS.
• Performs data gathering and trend/utilization analysis as required to facilitate operational activities. Performs software release analysis to address business and system impact to department environment.
• Provides resource planning for hardware and software system requirements, implementations and enhancements.
• Develops user documentation and downtime and disaster recovery procedures for assigned applications.
• Performs other related duties as assigned.
  
  

Qualifications

A level of education, training and experience equivalent to a Bachelor's degree in Health Information Science, Health Care Administration, Computer Science or related field, plus a degree or diploma in Data Management Technology, plus a minimum of five (5) years recent related experience which includes three (3) years recent related experience with a surgical service scheduling information system.

Advanced knowledge of a broad scope of computerized applications and systems, including purchasing and logistics enterprise application software such as PeopleSoft. Proficiency in Crystal report writing. Demonstrated analytical skills including the ability to comprehend complex issues and related data/information and present information in concise meaningful ways. Ability to explain complicated technical issues in non-technical terms and in a non-technical manner. Ability to quickly learn and understand the business and workflow process of the service area and assess the impact of those on the creation of quality data. Customer focused with ability to facilitate and encourage cooperation between diverse operational groups and skill sets. Highly developed communication skills, verbal and written, with the proven ability to resolve conflict effectively, negotiate desired outcomes, and problem solve. Ability to work under pressure and multi-task without direct supervision. Demonstrated administrative, organizational, work planning and control skills. Demonstrated ability to perform advanced data manipulation, analysis, and information presentation through use of data base and spreadsheet software. Ability and experience to develop technical documentation. Physical ability to perform the duties of the job.