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CENTRAL NORTHERN ADELAIDE HEALTH SERVICE Lyell McEwin Hospital projects POSITION DESCRIPTION POSITION DETAILS Position Title: Sentencing/Culling Administrative Officer Position No: Classification: ASO2 Reports To: Assistant Manager, Medical Record Department Patient Info and Admin Services NW Type of Appointment: Permanent Initial Location: Date Prepared: APRIL 2010 Position Review Date: Medical Record Department APRIL 2011 CONTEXT AND PURPOSE OF POSITION The Administrative Officer is accountable to the Manager, Patient Information and Administration Services (PIAS), Lyell McEwin Hospital (LMH), Central Northern Adelaide Health Service (CNAHS) through the Assistant Manager, Medical Record Department. The incumbent co-ordinates sentencing and culling of records for the Medical Record Department. Duties include assessing records, sentencing, culling, boxing, refiling and maintenance of medical records in compliance with State Records requirements. Creating and maintaining a data base on record sentencing is also required. The role includes applying accurate and comprehensive handling of patient information in a timely and confidential manner. The efficient and effective utilisation of Lyell McEwin Hospital resources is essential in performing this role and carrying out the required responsibilities. PROFESSIONAL ACCOUNTABILITIES Comply with SA Public Sector Code of Conduct and Code of Fair Information Practice within the workplace and in the public domain Behave consistently in accordance with CNAHS guiding principle workplace values and directions Maintain strict confidentiality regarding any information regarding client/patient, personal staff information, human resource and financial information and information of strategic importance to CNAHS and its health units Behave consistently in accordance with CNAHS guiding principles workplace values and directions Participate in any performance management system Adhere to the provisions of relevant legislation, policies, procedures, instructions and guidelines Ensure learning and development relevant to this role remains current POSITION SUMMARY Explains why this position exists and adds value to CNAHS and its clients/patients. KEY RESULT AREA PERFORMANCE OBJECTIVE KEY PERFORMANCE INDICATOR Customer service focus Liaising with Departments to provide assistance and guidance with difficult enquiries or duties and taking remedial action as necessary. Contributing to improvements in the Medical Record Department. Working in close liaison with the clinical staff for the benefit of the patient and the unit as a whole to provide an effective, efficient and high-quality medical record service. Maintaining a strong customer focus. Continual maintenance, including culling and sentencing of medical records using guidelines developed by State Records. Planning and organising for space in filing areas to be available for movement of medical records and ensure all staff are advised and aware. Maintaining data base relating to medical records sentenced and culled. Liaising with off-site storage provider on sending and retrieval of medical records. Responding to questions within the bounds of confidentiality. Identifying and addressing errors found in the course of day-to-day activities, either through procedural instructions or via Assistant Manager, Medical Record Department. Providing additional training and support, acting as a coach to new and existing staff and providing extra assistance or guidance to team members as necessary. Adhering to all departmental procedures relating to Electronic Medical Record Tracking. Ensuring a commitment to continuous improvement. Assisting in planning improvements and changes to procedures. Participation in audits and KPI creation and maintenance. Reporting opportunities for improvement to the Manager. Participating in Quality Improvement activities, including the identification of performance Standards and increased efficiencies. Operational and Knowledge Support Quality Improvement Personal Development Team Work Compliance with Medical Record procedure manual/PIAS instructions Customer service surveys Compliance with best practice medical record services, including RDS and adequate record management principles Regular reports on the number of records sentenced and culled, maintenance and filing within medical record per PIAS and other procedural guidelines. Meet KPI on retention and destruction standards Compliance with data quality and KPI requirements. State Records criteria for sentencing are met and reported on regularly. Participating in Performance Enhancement activities, including annual performance appraisals; Ensuring attendance to annual and other training and development Understanding and complying with the CNAHS Delegations of Authority. Regularly reviewing and keeping abreast of all administrative and policy changes as part of day-to-day operational requirements.. Regular attendance in staff meetings. Compliance to Fire/Evacuation and other OHS&W workshops and staff development/ training sessions. Active participation in attendance of internal and external training Performance Review Annually Close liaison with work colleagues on all work-related matters. Contributing to the welfare, harmony and healthy working relationships through Respectful Behaviours and Code of Conduct principles. Actively participating in staff meetings and consultation processes for the development of procedures and Medical Record services. -2- Active participation in attendance of internal and external training POSITION LEADERSHIP Positions directly led Positions technically led Total Numbers of employees under span of control Approved operating Budget (current financial year) KEY CHALLENGES Lists ongoing challenges not adhoc problems Contribute to the promotion and implementation of the General Public Sector Management Aims, personnel management standards and employee conduct standards by adhering to the provisions of relevant legislative requirements such as: Ability to work in an environment where unsettling events may occur e.g. aggression, trauma, illness and injury Ability to work in a multi-disciplinary setting Ability to manage workload priorities and meet deadlines Understanding and respecting diversity in culture, gender, social backgrounds and race within the workplace and in the broader community Ability to maintain a high standard of professionalism in often trying situations. REPORTING/WORKING RELATIONSHIPS/INTERACTIONS Administratively reports to the Manager, Patient Information and Administrative Services, Lyell McEwin Hospital through the Assistant Manager, Medical Record Department. The position is required to liaise and interact with all levels of Hospital staff including other PIAS administration staff, clinicians and clinical staff. -3- OHS&W Employees responsibility under OHS&W Act As an employee of this organisation, you are required to follow defined OHS&W policies and procedures related to the work being undertaken in order to ensure your own safety and that of others in the work place. Follow workplace OHS policies and procedures when performing tasks Report all hazards, incidents, injuries and unsafe work practices in the workplace to your supervisor PERSONAL ATTRIBUTES Describes the personal attributes to successfully perform this position Attributes Description Adaptability Maintains effectiveness when experiencing changes in work tasks or the work environment: adjusts effectively to work within work structures, processes, requirements, or cultures Appropriate Person Has and maintains a personal record free of inappropriate behaviour or criminal activity Energy Consistently maintains high levels of activity or productivity: operating with vigour, effectiveness and determination over extended periods of time Stress tolerance Maintains stable performance handling work place pressure in a manner which is acceptable to others and the organisation Fitness for work Maintains level of physical and psychological fitness appropriate to this role SPECIAL CONDITIONS Some out of hours work may be required May require a current, valid and unencumbered driver’s licence Compliance with departmental rosters. May be required to work at any site within the Central Northern Adelaide Health Service The incumbent is be required to enter into an annual performance agreement for the achievement of (specific or service or program) outcomes. A criminal history check may be required. -4- SECTION B: EMPLOYEE CAPABILITY PROFILE This section outlines the performance criteria (behavioural and professional/technical) that enables the successful performance of the duties of this position and reflects a commitment to CNAHS core values and capabilities. BEHAVIOURAL CAPABILITIES These capabilities and associated behavioural characteristics essential in fulfilling the requirements of this position. Capabilities Behavioural Characteristics Results Focus Professional Accountability Communication and Interpersonal Relationship Client Service Focus Team Focus Continuous Improvement Has clear goals and expectations in accordance with organisational directions and achieves performance objectives Reviews performance, maintains alignment with organisational priorities Problem solves effectively by gathering and analysing appropriate information and assisting in achieving satisfactory solutions An effective role model, demonstrating integrity, ethical standards, and work performance that is consistently of the highest standard Accepts professional and personal accountability for own actions and behaviours and how this impacts on others Actions and decisions are transparent and consistent Uses organisational resources effectively and efficiently Aware of impact of self on others, manages own emotions and assist others to do the same, especially in times of change Displays personal energy and enthusiasm and maintains a positive outlook even when faced with difficult situations or environments Consistently demonstrates a ‘can-do’ attitude Presents information both verbally and in writing in a clear and professional manner Persuades others and sells the benefits of ideas and projects by effectively overcoming objections and influencing at the appropriate level Understand different roles and perspectives within the organisation Respects people, understanding cultural difference, is sensitive and values differences and builds a positive relationship with all stakeholders Resolves interpersonal differences constructively and professionally to ensure no adverse consequences to the quality of internal and external client service or the working relationship Builds effective relationships with other employees Utilises effective questioning skills and a consultative approach to accurately interpret the needs of customer’s (internal and external to the organisation) and demonstrates effective problem solving skills to provide a flexible service that meets these needs Understanding customer requirements and delivers services at a high standard in a responsive and timely manner Demonstrates empathy and understanding of clients from diverse, cultural, ethnic and social backgrounds. Becomes part of, and promotes a team environment by showing respect, and acknowledging and validating other team members Enhances team’s effectiveness by taking ownership of team issues and goals Actively builds trust, rapport and motivates team members to achieve goals Contributes and shares knowledge and skills with others Consistently demonstrates best practice and a commitment to quality standards, proactively identifying needs for improvement and showing initiative in meeting these improvement needs Defines standards and values and embeds continuous improvement into areas of responsibility Seeks feedback and acts on opportunities for continuous personal and professional development -5- PROFESSIONAL/TECHNICAL CAPABILITIES ESSENTIAL: Qualifications, Experience, Skills and Knowledge required to fulfil the requirements of this position Skills/Experience/Knowledge Skills: Demonstrates initiative and organisational skills to prioritise workload and meet demanding timeframes and has demonstrated problem solving and decision-making skills and dealing with conflict. Demonstrated ability to work effectively as a member of a team, and unsupervised with previous experience as a team leader. Proven positive interpersonal skills to respond appropriately to patients, visitors and multi-disciplinary staff and displays energy and enthusiasm and maintains a positive approach in completing tasks in demanding situations. Demonstrated ability to communicate both written and verbal and displays good telephone skills and etiquette. Ability to use Microsoft Office software applications and general office procedures and has keyboard skills competency. Clerical aptitude in numeracy, literacy and record keeping Experience: Previous working experience in a large hospital environment and use of hospital computerised database systems, office equipment (eg facsimile and photocopiers/ scanners) and working with teams with advantage of PAS database. Knowledge: A sound knowledge of SA State Records Guidelines on Retention and Destruction of Medical Records (2000/00012 or subsequent editions). A sound knowledge of procedures relating to filing systems in a medical records department . Medical record documentation, practices and procedures DESIRABLE CHARACTERISTICS: Education: State Records – General Disposal Schedule 15 certificate Medical terminology certificate Skills: Data collection skills and producing reports from Microsoft software applications eg Excel, Word Experience: Experience in initiating and following through on sentencing and culling tasks, particularly boxing, and cataloguing and submissions for destruction. Knowledge Knowledge of State Records Act, ISO15489 Record Management and the South Australian Adequate Record Management criteria Approved By General Manager (Print Name) (Signature) (Date) Agreed By Position Incumbent (Print Name) (Signature) (Date) -6-