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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 Page 2 of 9 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; 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 Page 3 of 9 Key Accountabilities Key Accountability Deliverables / Outcomes Service Delivery 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 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 Page 4 of 9 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 Quality Improvement and Risk Minimisation 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 Page 6 of 9 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 Page 7 of 9 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 Page 8 of 9 Other aspects of capability not covered by the above competencies a) Knowledge and Experience: Previous experience with Medical Records, RIS and WebPAS is essential Ability to take ownership accountability and responsibility for the role. Intermediate Microsoft Office Computer skills Ability to maintain patient and office confidentiality in line with the Privacy Act Previous experience in a health environment is essential 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 Page 9 of 9