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CENTRAL NORTHERN ADELAIDE HEALTH SERVICE
Lyell McEwin Hospital
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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
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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
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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.
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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.
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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.
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Operational and
Knowledge Support
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Quality Improvement
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Personal Development
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Team Work
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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.
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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..
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Regular attendance in staff
meetings.
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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.
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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:
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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
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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.
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OHS&W
Employees responsibility under OHS&W Act
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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
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Adaptability
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Maintains effectiveness when experiencing changes in
work tasks or the work environment: adjusts effectively to
work within work structures, processes, requirements, or
cultures
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Appropriate Person
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Has and maintains a personal record free of inappropriate
behaviour or criminal activity
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Energy
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Consistently maintains high levels of activity or productivity:
operating with vigour, effectiveness and determination over
extended periods of time
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Stress tolerance
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Maintains stable performance handling work place pressure
in a manner which is acceptable to others and the
organisation
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Fitness for work
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Maintains level of physical and psychological fitness
appropriate to this role
SPECIAL CONDITIONS
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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.
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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
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Professional Accountability
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Communication and Interpersonal
Relationship
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Client Service Focus
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Team Focus
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Continuous Improvement
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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
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PROFESSIONAL/TECHNICAL CAPABILITIES
ESSENTIAL: Qualifications, Experience, Skills and Knowledge required to fulfil the requirements of this position
Skills/Experience/Knowledge
Skills:
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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:
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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:
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A sound knowledge of SA State Records Guidelines on Retention and Destruction of Medical Records (2000/00012 or subsequent editions).
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A sound knowledge of procedures relating to filing systems in a medical records department .
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Medical record documentation, practices and procedures
DESIRABLE CHARACTERISTICS:
Education:
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State Records – General Disposal Schedule 15 certificate
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Medical terminology certificate
Skills:
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Data collection skills and producing reports from Microsoft software applications eg Excel, Word
Experience:
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Experience in initiating and following through on sentencing and culling tasks, particularly boxing, and
cataloguing and submissions for destruction.
Knowledge
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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)
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