Coordinator, Patient Data (Cardiac Registry)

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 program in database management, health information management, applied health sciences, health sciences, information systems or a recognized equivalent. A bachelor’s degree in a health, science, information or related discipline is preferred.
One to two years of practical and related experience in patient data, registry, health information, clinical administration or database support.
Experience reviewing patient charts and working with clinical patient-information systems is required.
Experience with Epic, DCIS/OH-CorHealth data processes, cardiac registries or external clinical registries is an asset.
Working knowledge of data quality, data validation, reconciliation, record maintenance and confidential handling of personal health information.
Ability to interpret patient charts and understand cardiology terminology relevant to cardiac surgery.
Proficiency with Microsoft Excel and Microsoft Office, including the ability to use database and reporting functions to generate established reports and extracts.
Excellent attention to detail, organizational, written and verbal communication, interpersonal and collaboration skills.
Ability to manage multiple concurrent tasks, changing priorities and recurring deadlines while maintaining accuracy.
Ability to work independently within established procedures, exercise judgement, identify problems and seek direction when clinical or system interpretation is required.
Client-service orientation and demonstrated ability to work effectively with multidisciplinary clinical and administrative teams.

Why join UHN?
In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.
Competitive offer packages
Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP
Close access to Transit and UHN shuttle service
A flexible work environment
Opportunities for development and promotions within a large organization
Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.