POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION POSITION TITLE: DEPARTMENT/SERVICE: REPORTS TO: Administration Coordinator Radiology Clinical Manager Radiology APPROVED: Manager Date ACCEPTED: Employee Date ROLE SUMMARY This position works principally within the department or service specified above, however all employees at Whanganui District Health Board may be required to undertake duties in other areas of the organisation which promote the efficient and effective operation of Whanganui District Health Board which reasonably fall within the general parameters of this position. PURPOSE OF THE POSITION The purpose of the position is to ensure the delivery of a pro-active, responsive and high quality administrative service to the radiology department within Whanganui District Health Board. This includes coordination of day to day activities of radiology administrative staff, using the radiology information system and other WDHB IT systems to ensure patients examinations and reports are processed correctly, preparation of radiology invoices and developing policies and systems to enhance the effectiveness of administrative support. DIRECT REPORTS Radiology Department Administrative staff Clerical staff Typists. Receptionist 1

2 DELEGATED AUTHORITIES Financial Nil. Staff Nil. FUNCTIONAL RELATIONSHIPS Clinical Manager Radiology (CM) Radiologists Charge MRT s Quality MRT Allied Health Manager Medical staff Radiology administrative staff Finance Department MRT s Working within and role modeling the values of the Whanganui District Health Board is an expectation of the role and will form part of performance monitoring. The Whanganui District Health Board Our Vision: Our Mission: Better health and independence To improve health and independence through a responsive and integrated health system Our Values: Co-operation: Working collaboratively and positively with others Social Equity: Valuing people, respecting diversity, and responsiveness in reducing disparities in health Adaptability: Being flexible and able to respond to change and new circumstances, or initiate change Development: Growing and learning, empowering people and communities to achieve goals Integrity: Acting honestly and openly, following ethical principles, serving the public interest Responsibility: Having concern for the consequences of our actions, prioritising and allocating resources in the best interest of the community Respect: Respecting all people, the rule of law, institutions of democracy and the Treaty of Waitangi. 2

3 Not Applicable REGISTRATION/SCOPE OF PRACTICE Key Accountabilities (Key areas of focus) Staffing Administrative/ Clinical Care Quality KEY PERFORMANCE INDICATORS Tasks (How it is achieved) Manage staff and ensure that administrative support is available as required Encourage and support the team approach to service delivery to maximize the potential of each staff member Uses Radiology Information System (RIS) and other hospital IT systems to ensure Radiology orders and results are correctly managed. Co-ordinates care and services through effective administrative processes to manage: Patient throughput Workload Referral management, examination and reporting management planning Ensures administration activities are best practice and support achievement of quality outcomes with patient and clinician. Role models and enables excellence in patient administration processes and activities. Ensures administrative team compliance with clerical quality standards, standard administrative practices, WDHB and Radiology policies, procedures and guidelines. Ensures these are regularly monitored, evaluated, acted on and fed back regularly to the Clinical manager and quality MRT. Develops and maintains a culture of continuous improvement and ensures staff engagement in service improvement processes. Ensures that administration processes and activities maintain compliance with legislative, procedural and policy requirements. Assists the quality MRT with the development and revision of documentation and administrative processes as required. Attends meetings as appropriate, represents staff, feeds back and facilitates staff involvement in initiatives. Ensures that complaints received are forwarded to Patient Safety and the clinical manager. Assists as required with responses to the Key Performance Indicators (How it will be measured) Teams express satisfaction with level of inclusion Areas maintain staffing levels adequate to continue delivery Radiology booking and imaging processes meet service specifications and audit requirements Promotes and role models excellence in provision of administrative support and care for patients and whanau Works with Team Leader, Quality MRT and Team members to continuously improve practice for patient outcomes Administration processes and activities meet audit requirements. Patient complaints registered and forwarded in a timely manner 3

4 Leadership, Coaching and Development Service Delivery Administrative Systems Development complaint. Ensures that all administrative activities meet clinical standards and requirements. Proactively identifies and addresses administrative activities which may contribute to clinical risks and negatively impact on service quality and safety. Establishes cross-functional linkages with other patient/operational/departmental lines to enable coordinated services and improved patient outcomes to be achieved. Ensures service provision meets the WDHB Code of Patient s Rights and Responsibilities. Provides professional direction, support and development for administration team. Ensure the appropriate area structures and reporting systems are established. Assist with developing and building a positive culture, which reflects in the changes in healthcare delivery. Ensure that employees are achieving their specific objectives through use of Personal Performance Development Review. Establish and implement policies and procedures that will support professional standards of practice and protocols. Provide service data and other information as required to support contract negotiations Monitors clinical administration activities and records for variations from contract levels and standards. Advises Clinical Manager of potential variations, and recommends and implements strategies for addressing these. Ensures full cost recovery and on-charging for all clinical activities. Develops, implements and maintains effective administrative systems across areas of responsibility Works with stakeholders to identify areas for gains and quality improvements Ensures that there is a whole of hospital systems focus to change of process and downstream effects Develops and implements detailed project plans to achieve agreed improvement. Ensures change control processes are applied. Actions reflect strong project management skills Ensures quality indicators are set and outcomes achieved Audits and monitors processes to ensure compliance with guidelines, clinical and 4 Actively identifies and manages risks. Customer Satisfaction surveys remain with 80% and above as good Processes are in place and actively complied with Performance reviews and agreements are up to date. Positive feedback from charge MRT s and Radiologist of departments on administration staff members Staff are able to articulate and work within an administrative role Regular team meetings. Data is prepared on time and meets Clinical Manager requirements. Supports CM to ensure contractual levels and quality standards achieved. Implements recovery plans documented by CM to achieve contract levels. Ongoing development and improvement of administrative services Cohesive and collaborative approach to process changes

5 General Health and Safety in Employment operational requirements Provision of advice to Clinical Manager, Clinical Director and Director of Allied Health on team and service issues. Participation in Organizational and service improvement meetings. Ensures team complies with service and company policies. Facilitates associated training as required. Participates as a member of the wider hospital team in a positive, co-operative style Comply with all safe work procedures, policies and instructions. Report all incidents hazards and injuries to supervisors in a timely manner. Actively participate in the ongoing development of safe workplace practices in Whanganui District Health Board. Proactively encourages staff to participate in health and safety management and systems in Whanganui District Health Board. Investigates all reported incidents and injuries, identifies contributing factors and takes corrective action. Actively reduces injuries and accidents through the effective management of hazards. Sets and maintains high standards of conduct Proactively manages the rehabilitation of team members. Team members express satisfaction with level of participation and responsiveness Completed WDHB Health and Safety Orientation Course and updates Attendance at workplace safety meetings (indicated by minutes) Signed training records Active Involvement in, and completion of, rehabilitation programmes as required Timely, full and accurate completion of accident and hazard forms as required. Effective orientation of new employees into the workplace Memorandums to employees Minutes of workplace safety meetings Current signed training records Declining Incident / Injury trends Current hazard register Involvement in, and effective completion of, rehabilitation programmes for effected employees as required Full and accurate completion of investigation reports to the Quality and Risk Team using the correct format (IR4) within 72 hours 5

6 Essential Desirable IDEAL PERSON PROFILE QUALIFICATIONS, SKILLS AND EXPERIENCE Experienced administration manager We developed leadership skills. Broad knowledge and understanding of clinical administrative functions within a hospital environment Analytical and decision-making ability High level of critical thinking skills Exceptional people and relationship skills including negotiation Ability to recognise when assistance or escalation may be needed to resolve issues High level of computer literacy including MS Office and experience in use of patient management systems and clinical information systems Demonstrated ability to cope under pressure and with competing priorities Proficient in report writing and correspondence skills Relevant tertiary qualification (or equivalent skills and knowledge acquired through substantial relevant experience). Experience in administrative project management. Experience in leading a team through a significant change. PHYSICAL ATTRIBUTES Under the Human Rights Act 1993 discrimination based on disability is unlawful. Whanganui District Health Board will make all reasonable efforts to provide a safe and healthy work place for all, including persons with disability. Every effort has been made to outline requirements clearly. If a potential applicant has uncertainties about their ability to fulfill these physical requirements, enquiry should be made whether it would be possible to accommodate a particular issue by obtaining advice from Occupational Health Unit/Infection control team. Hearing and speech sufficient to communicate with clients and co-workers enabling direct and telephone, communication and hear emergency alarm. Manual dexterity sufficient to file and retrieve records, operate computer and use clerical items such as a pen and scissors. Ability to stand, walk, sit, stretch, twist, bend, climb, frequently lift / move weights up 15 kilograms and infrequently lift / move weights over 15 kilograms. Ability to move about the Wanganui Hospital and throughout Whanganui District Health Board Campus to undertake the necessary duties of the role. Ability to undertake repetitive activity throughout the day including filing and retrieval of records at low and high levels as well as some computer data entry. Visual to read accurately, write/record, use computer, enabling accurate performance of essential job duties. 6

7 BEHAVIOURAL COMPETENCIES Whanganui District Health Board has a Competency Framework that describes the behavioural competency levels required for each role within the organisation. Leadership Competencies Is able to inspire and motivate others to commit to and work towards the organisation s/service goals. Displays respect and regard for people and focuses on employee involvement and empowerment, allowing staff to take ownership. Demonstrated ability to vary leadership style to fit the circumstances and achieve the desired outcome. Behaviours demonstrate confidence in people and belief in their abilities. Teamwork Competencies Understands and effectively uses team dynamics and individual operating styles to build team processes and strengths. Listens to and recognises value in views and ideas of others. Understands and is committed to using the skills of others and abilities of others through effective delegation. Demonstrated commitment to being responsive and accessible to staff. Personal/Interpersonal Competencies Professional manner and appearance. Ability to be confident and appropriately assertive in dealing with others. Ability to build credibility with others in a short period of time by acting with integrity, developing and maintaining positive relationships with others, and working in partnership with other team members. Proven ability to influence others, to build and motivate individuals and teams to maximize performance, and deal with areas of conflict as appropriate. To act with integrity, honesty and to respect confidences. Demonstrated commitment to being responsive and accessible to colleagues. Communication Skills Ability to express ideas spontaneously, logically and convincingly in simple, clear language. Pleasant and professional telephone manner. Ability to effectively communicate with a wide range of people. Listening and valuing the views of others and facilitating individual and team decision-making. Promotes open communication within the team. Work Approach & Personal Attributes Is highly skilled in time and organisational management demonstrated, by the ability and flexibility to meet constantly changing demands and deadlines. Passionate about work and highly motivated, energetic and enthusiastic. Strong commitment to continuous quality improvement with a customer focus. Behaviour is always strictly professional, providing a good role model for others. Cultural Awareness Has knowledge and understanding of the Treaty of Waitangi and its application in Health in terms of the articles and principles. Attends the WDHB Treaty of Waitangi education. 7