Download Position Description - Capital Health Careers

Role Description
Position:
Service / Directorate:
Responsible to:
Team Support Administrator
Faster Cancer Treatment (FCT)
Clinical & Corporate Support
Operations Manager
Patient Administration Services
Our Mission:
Together, Improve the Health and Independence of the People of the District
Our Vision:
Better Health and Independence for People, Families, and Communities
Our Values:
Innovation
Action
A focus on People and Patients
Living the Treaty
Professionalism through Leadership, Honesty, Integrity and Collaboration
Excellence through Effectiveness and Efficiency
Role description FCT
V1
Created September 2012
Context
Organisation Perspective
The Capital and Coast District Health Board (C&CD HB) covers a region extending
from Wellington to Otaki. It comprises key delivery arms in primary, secondary and
tertiary health. Hospital and Health Services (HHS) is primarily responsible for the
hospital and health services delivered via a new Wellington Regional Hospital
(opened in March 2009); a secondary and community facility at Kenepuru;
a Forensic, Rehabilitation and Intellectual Disability Hospital at Ratonga Rua-oPorirua; and Kapiti Community Hospital. The total operating budget for the provider
arm is approximately $570M.
There is an ongoing change programme begun in 2008 to resolve HHS performance
with a target of achieving performance in the top five District Health Boards and a
break even operating result.
We are focused on improving the health of our local people, families and
communities – and reducing inequalities within our population. To support this we will
ensure:
 integrated delivery of services backed by sound infrastructure
 financial and clinical viability of services, facilities and support
 a “culture” that supports health improvement and addresses disability needs
locally and across our region
 the development of clinical leadership
 regional collaboration
Priorities in the current year for HHS are:
 achieving an activity-led financial recovery
 becoming an employer of choice
 devolution of authority and decision-making
Directorate Perspective
The Directorate of Clinical and Corporate Support Services provides corporate and
clinical support services through out the hospital. This includes IT, patient and
laboratory services, emergency management, C&C DHB payroll and information
reporting, property and maintenance services, procurement and logistical services,
orderly, security, fleet management and linen services.
Service / Department Perspective
Role Perspective
The Faster cancer treatment (FCT) programme is a key focus of the National Cancer
Programme. Prompt treatment is more likely to ensure better outcomes for cancer
patients. Lengthy waiting times can add to the stress on patients and family at an
already difficult time, so it is important that people have a clear expectation of how
quickly they can receive treatment. The FCT programme is designed to reduce
waiting times for appointments, tests and treatment and standardise care pathways
for all patients wherever they live.
The Faster cancer treatment target is: 85% of patients receive their first cancer
treatment (or other management) within 62 days of being referred with a high
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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suspicion of cancer and a need to be seen within two weeks by July 2016, increasing
to 90% by June 2017.
The target provides new opportunities to identify where the cancer pathway is
working well and where improvements can be made that benefit all cancer patients.
Analysis of the cancer health target data by ethnicity will also provide important
information to guide future activities to ensure equity.
The Faster Cancer Treatment “Tracker” role primary duty is to ensure patients are
identified; both prospectively and retrospectively and recorded/captured before,
during and after treatment. This includes patients referred with a high suspicion of
cancer or a confirmed cancer diagnosis. Those patients captured in the FCT
reporting should include those;
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
Referred to CCDHB Urgent – within 2 weeks, with a high suspicion of cancer,
Referred to CCDHB Urgent, Semi Urgent, Routine or acutely with or without a
high suspicion of cancer
Patients that are diagnosed with a cancer during an admission, consultation
and/or diagnostic process
Patient referred to CCDHB for cancer treatment from other DHB’s
Data will be tracked and validated, working closely with the Cancer Nurse
Coordinators (CNC) and submitted to the MoH via the Decision Support Unit (DSU).
Purpose of the role
To ensure the data that CCDHB collects for the Faster Cancer Treatment target is
accurate and validated before submission to the Ministry of Health. This involves
reviewing all patient documentation and working with the Cancer Nurse Coordinators
and the wider cancer treatment team, to assess if the patient is included or excluded
in FCT reporting and completing the data collection for each quarters reporting. This
will require the role holder to consult with schedulers, surgeons and medical doctors,
radiology, pathology, senior nurses and coordinators to enable the target to be
achieved. Sound knowledge of medical terminology is essential, a daily task is
reading and analysing patient records and medical letters and also speaking with
health professionals at all levels regarding patient pathways.
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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Key Accountabilities
Key Accountability
Deliverables / Outcomes
Service Delivery
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

Information
Systems


Maintains
Accurate records


Working
with
CNCs,
prospectively
and
retrospectively tracks patients
through the cancer pathway
and
intervene
where
necessary
Breaks down patient pathways
that have breached the target
Prepare reports for the local
and sub-regional breach and
exclusion meeting
Prepare email breach reports
for clinical teams each quarter
together with the FCT Service
Manager
Working with medical records
to ensure patients notes are
available for review and
clinical needs
Assessing patients inclusion in
the FCT reporting
Completing the data gaps by
reviewing all patient
documentation and completing
SMT
Applying MoH definitions to
decision making
Regular reporting to
operations manager CCDHB
performance against indicators
Identifies and pursues
opportunities to enhance
service delivery & efficiency
Develops and maintains
effective relationship with other
services
Maintains up to date
knowledge of CCDHB relevant
to the duties undertaken and
attends training as required
Reports any faults immediately
to IT Service desk
Maintains up to date and
accurate desk files
Ensures that information is
collected and stored in a
confidential manner
incorporating privacy
Key Performance Indicators /
Measures
 Daily weekly and monthly FCT
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patients data is captured.
Variance is reported and action
plans developed in collaboration
with the clinical advisor.
Monthly and other reports
required by the for the FCT
reporting are provided by due date
Organisational information
systems are accurately utilised
and evidence of analysis
presented through monthly
reporting
Evidence of a close working
relationship with the clinical
adviser.
Produces evidence of leadership
and contribution to team and
service meetings.
Has good working knowledge of
all systems including
MAP/Concerto, RIS, VISIO, and
Microsoft Office suite.
Keeps a record of service desk
calls
Desk file is updated at least 6
monthly
There are no breaches of patient
confidentiality
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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Key Accountability
Deliverables / Outcomes

Professional
Development

requirements
Data entry tasks are
undertaken with attention to
detail
Undertakes responsibility for
own professional development
Key Performance Indicators /
Measures
 An effective and straight forward
filing system is maintained
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
Quality
Improvement and
Risk
Minimisation
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
Occupational
Health & Safety

Maintains a professional
appearance and manner at all
times
Drives continuous quality
improvement activities and
initiatives within the service.
Actively contributes to risk
minimisation
Development of written
process documentation
especially when the data
collection phase moves into
prospective collection
Contributes to a healthy and
safe workplace.

Maintains or extends knowledge
and skill base required for
effective performance and is
prepared to accept work that will
develop or consolidate new skills
Participates constructively in own
performance review
Identifies own learning needs and
negotiates appropriate education
with Team Co-ordinator
Neat and tidy appearance is
maintained at all times


Improvement opportunities are
identified and communicated.
 Improvement
plans
are
implemented.
 Able to prove understanding and
compliance of Medical notes
management policy
 Able to prove and understanding
and compliance with patient
privacy and confidentiality policy
 Complies with CCDHB Reportable
events policy and other policies
and procedures
 Risks are identified and
communicated
 Any concerns about patient delays
or systems processes are raised
with the clinical advisor
 Audits are undertaken
Complies with responsibilities
under the health and Safety in
employment Act 1992
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
Page 5 of 9
Key Relationships & Authorities
Reports to:
 Operations Manager
Patient
Administration
services

Key relationships :
With Directorate
 Other Operations
Manager’s
 Medical records team
leader
 Booking centre Team
Leader
 WBCC administrators
 Other Team leader and
Co-ordinators

This Role

Key relationships outside
service:
 FCT Service Manager
 Cancer Nurse
Coordinators

WBCC Charge Nurse
Managers
 DSU reporting staff
 WBCC Operations
Manager
 MDM Coordinators
 Surgical administrators
 Other DHB cancer
trackers
 Clinicians & Physicians
 Patients

Nursing staff

General Practitioners

Has these direct
reports:
 Nil
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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Capability Profile
Competencies
Solid performance in the role requires demonstration of the following competencies.
These competencies provide a framework for selection and development.
Competency
Teamwork
Quality and
Innovation
Integrity and
Trust
Interpersonal
Savvy
Decision Quality
Taking
Responsibility
Communication
Behaviours
 Develops constructive working relationships with other team members
 Has a friendly manner and a positive sense of humour
 Works cooperatively - willingly sharing knowledge and expertise with
colleagues
 Shows flexibility - is willing to change work arrangements or take on
extra tasks in the short term to help the service or team meet its
commitments
 Supports in word and action decisions that have been made by the team
 Shows an understanding of how one’s own role directly or indirectly
supports the health and independence of the community
 Provides quality service to those who rely on one's work
 Looks for ways to improve work processes - suggests new ideas and
approaches
 Explores and trials ideas and suggestions for improvement made by
others
 Shows commitment to continuous learning and performance
development
 Is widely trusted
 Is seen as a direct, truthful individual
 Can present the unvarnished truth in an appropriate and helpful manner
 Keeps confidences
 Admits mistakes
 Doesn’t misrepresent her/himself for personal gain
 Relates well to all kinds of people – up, down, and sideways, inside and
outside the organisation
 Builds appropriate rapport
 Builds constructive and effective relationships
 Uses diplomacy and tact
 Can diffuse even high-tension situations comfortably
 Makes good decisions (without considering how much time it takes)
based upon a mixture of analysis, wisdom, experience, and judgment
 Most of his/her decisions and suggestions turn out to be correct and
accurate when judged over time
 Sought out by others for advice & solutions
 Is results focussed and committed to making a difference
 Plans and organises work, allocating time to priority issues, meeting
deadlines and coping with the unexpected
 Adjusts work style and approach to fit in with requirements
 Perseveres with tasks and achieves objectives despite obstacles
 Is reliable - does what one says one will
 Consistently performs tasks correctly - following set procedures and
protocols
 Practises active and attentive listening
 Explains information and gives instructions in clear and simple terms
 Willingly answers questions and concerns raised by others
 Responds in a non-defensive way when asked about errors or
oversights, or when own position is challenged
 Is confident and appropriately assertive in dealing with others
 Deals effectively with conflict
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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Competency
Partnership with
Maori
Behaviours
 Understands the principles of Te Tiriti o Waitangi and how these apply
within the context of health service provision
 Applies the notion of partnership and participation with Maori within the
workplace and the wider community
 Promotes and participates in targeting Maori health initiatives by which
Maori health gains can be achieved
 Implements strategies that are responsive to the health needs of Maori
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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Other aspects of capability not covered by the above competencies
a) Knowledge and Experience:

Previous experience with Medical Records, RIS and WebPAS is essential
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Ability to take ownership accountability and responsibility for the role.
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Intermediate Microsoft Office Computer skills
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Ability to maintain patient and office confidentiality in line with the Privacy Act
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Previous experience in a health environment is essential
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6th form certificate / University entrance qualification or equivalent experience.

Ability to work flexible hours between 7am – 6 pm
Capital and Coast District Health Board (C&C DHB) is committed to supporting the
principles of Equal Employment Opportunities (EEO) through the provision and
practice of equal access, consideration, and encouragement in the areas of
employment, training, career development and promotion for all its employees.
C&C DHB is committed to Te Tiriti o Waitangi principles of partnership, participation,
equity and protection by ensuring that guidelines for employment policies and
procedures are implemented in a way that recognises Maori cultural practices.
The role description will be reviewed regularly in order for it to continue to reflect the
changing needs of the organisation. Any changes will be discussed with the position
holder before being made. Annual objectives and performance measures will be set
each year during the annual performance planning and development meeting.
Role description: Faster Cancer Treatment (FCT) Tracker
Last updated 31 January 2017
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