Privacy and Access Officer

Closure Date: March 2, 2025 11:59 PM CST

Position #: 151863

Union: Out of Scope

City/Town: Regina or Saskatoon

Facility: SCA - Corporate Services

Department: Legal & Privacy

Type: Full-time regular

Expected Start Date: April 1, 2025

FTE: 1

Shift Information: Days

Hours of Work: 1 week rotation 

Salary: $39.3015 to $51.0918 (2 step range)

The Privacy and Access Officer (Officer) is a key resource for staff, patients, and clients related to privacy and access matters. They will be responsible for the daily and routine operational activities of the privacy and access unit including privacy incidents and breaches, access to information requests, and performing privacy audits.

The Officer will be a specialist in the field, with detailed knowledge of the ways the Agency collects, creates, uses, discloses, stores, or destroys data. They will apply this knowledge to give practical advice within short time frames, and within legislated timelines.

The Officer reports to the Provincial Manager, Privacy and Access in the Legal and Privacy department, and will have access to personal, and personal health information that is highly sensitive, confidential, and private. They will be required to display a high degree of integrity and discretion in making sound decisions and providing practical advice regarding that information. 

LEADERSHIP ACCOUNTABILITIES

The Officer will support the Provincial Manager, Privacy and Access to ensure the Agency complies with applicable privacy and access legislation, including HIPA, LAFOIP, and The Cancer Agency Act. 

The Officer will demonstrate behaviour that leads the Agency towards a culture of privacy and access to information accountability. The Officer will assist Agency staff in complying with privacy policies and participating in access to information requests. They will do this by building relationships, training, being accessible, and providing practical advice. 

The Officer is expected to be a neutral and independent advisor. They must be prepared to give opinions or advice that may be unpopular, if the circumstances require it. They will do so in a manner that educates coworkers and fosters an environment of constant improvement.

The Officer will be expected to liaise and maintain good relationships with all staff, and with privacy personnel in our stakeholder organizations, including the Ministry of Health, the Saskatchewan Health Authority, eHealth Saskatchewan, the Cancer Foundation of Saskatchewan, and 3sHealth, and with patients and clients.

SPECIFIC ACCOUNTABILITIES:

• The Officer will be the primary point of contact for staff, patients, and clients on routine privacy and access matters. They will be responsible for most of the day to day operational needs of the privacy and access office, many of which must be completed within legislated timeframes. These activities include:
  • Privacy incidents and breaches;
  • Access to information requests;
  • Requests for amendment to patient health records;
  • Privacy training; 
  • Audit, compliance activities, and investigations; and 
  • Ad hoc advice on privacy and access matters.
• In the event of a privacy breach, the Privacy and Access Officer will take a lead role in pursuit of timely containment of the incident and recovering data if possible. They will lead the investigation and provide notification to those affected. They will determine the root cause of the breach and prepare internal and external reporting as required. They will participate in any escalation or discipline process as required. They will identify future mitigation, training, or other responses to the breach.
• Upon receipt of access to information requests, the Privacy and Access Officer will be expected to communicate with the applicant as required to clarify the request. They will then develop and implement search strategies, including identifying potential sources of responsive records. They will lead and instruct staff to search, compile, and redact responsive records. They will prepare the communication and disclosure to the applicant.
• The Officer will, in coordination with the Provincial Manager, Privacy and Access, communicate with and report to the Office of the Information and Privacy Commissioner. They will support the unit as it relates to investigations of privacy breaches or reviews of access decisions by the OIPC.
• The Officer will support the research activities at the Agency, including providing advice on privacy and data access issues.
• The Officer will support the development of the policies, procedures, and guidelines, forms, and other documentation required for a robust privacy program and access to information response. They will identify needs for new or amended documentation and will champion compliance across the Agency.
• The Officer will respond to staff and physician enquiries and provide ad hoc opinions and advice on privacy and access matters, and on interpretation of legislation.
• The Officer will conduct privacy impact assessments as assigned and prepare subsequent reports and mitigation strategies.
• The Officer supports privacy training for Agency staff and physicians. This will include regular New Employee Orientation presentations as well as targeted, unit-specific, or refresher training as required from time to time.
• Monitors privacy and legal landscape for relevant legislative or regulatory changes, significant case law, or relevant OIPC reports. Ensures our policies and procedures are in line with current best practices and a constantly evolving privacy landscape.
• Models and fosters a culture of privacy. Identifies opportunities for knowledge sharing in Agency Matters newsletter, patient informational material, or other forums.
• The Officer is required to have a solid working knowledge of all aspects of the Agency’s operations, and be able to identify what data elements exist, and how that data may be used, accessed, or stored by individuals and by systems.
• The Officer must be prepared to “take a team moment” or elevate matters immediately to the Provincial Manager, Privacy and Access, General Counsel, or the CEO when serious or significant risks to the Agency are imminent.
• Although the position reports to the Provincial Manager, Privacy and Access, the Officer will also work with and report significant and material issues of concern to General Counsel and the CEO as required.
• Patient, Resident, Client and Employee safety is a critical aspect of quality healthcare.  All staff are accountable for creating a culture of safety, working as a team, communicating effectively and responding to adverse events.
• As part of the overall Agency commitment to safety and in accordance with the Agency’s Safety Plan, the incumbent is expected to act accordingly to keep themselves, patients/clients and workers safe. The incumbent will ensure that health and safety requirements applicable to their area of responsibility are in compliance with Saskatchewan Safety Legislation. The incumbent will be an active champion of the organization’s Safety commitment and initiatives and where applicable, will engage, promote and support specific safety program(s) or initiative(s) (eg. Emergency Preparedness, committee work, etc.).

This position may be located in either Regina or Saskatoon.