JOB TITLE: Clinical Coding Team Leader 1. PURPOSE OF POSITION Clinical coders convert information from patients' clinical records into alphanumeric codes according to a health classification system. These codes form part of data collection which is used for research, funding and health care planning and as such is an important, valuable and essential function within the Taranaki DHB. To this end, the Team Leader role is responsible for providing leadership and management of day to day operations that result in the provision of an efficient, effective, accurate and timely clinical coding service. To be successful in the role, an excellent understanding of clinical coding requirements is necessary as is the ability to communicate these to the team and other stakeholders as appropriate. Vigilant monitoring, from a quality assurance perspective is essential to ensure coding is accurate and of high quality. 2. ORGANISATIONAL VALUES The Taranaki DHB is committed to the strategic actions and behaviours of Work Together : Treating people with trust, respect and compassion Communicating openly, honestly and acting with integrity Enabling professional and organisational standards to be met Support achievement and acknowledging successes Creating healthy and safe environments Welcoming new ideas 3. DIMENSIONS Reports to: Quality and Risk Manager Number of people reporting to you Up to 6 Financial limits authority 0 Operating Budget 0 4. WORKING RELATIONSHIPS External Ministry of Health Other DHBs Internal Medical Records Co-ordinator Management Information Unit Clinicians Quality & Risk Team Page 1 of 5
5. ACCOUNTABILITIES Key area of responsibility 1. Service Delivery Ensures an accurate, efficient and effective and timely team approach to daily operations of the clinical coding service. Coding will be of high quality. 2. Staff Development and Management Contributes to the development of staff capabilities to meet Taranaki DHB goals and objectives. 3. Customer Service Ensures the Clinical coding team provides excellent customer service at all times to internal and external customers. Expected outcomes Overseas staff and provides leadership direction in the daily operation of the clinical coding service. Ensures Taranaki DHB targets for standards of accuracy, completeness and timeliness of clinically coded data is achieved, including meeting MoH deadlines and quality targets. Proactively manages all queries in relation to coding. Undertakes monitoring and audit activities to confirm quality assurance from both a coding and staff adherence to coding processes perspective. Leads/participates in quality improvement projects and actions as appropriate. Provides a monthly report covering agreed KPIs, service improvements and any potential/real issues/risks. Assist managers, analysts and clinicians with advice on clinical coding, casemix and DRG matters. Recruit and select staff in accordance with Taranaki DHB policies and procedures. Ensures orientation/training packages are in place and that staff are adequately orientated and trained for their roles. Ensures skills and competencies of staff are maintained. Evaluates individual staff job performance, through goal setting and performance appraisal. Is a focal point for the team for communication and issue identification, resolution and escalation. Is proactive, encourages and shares knowledge and skills with others, including the provision of technical mentoring and coaching of team members where appropriate. Advocates and demonstrates a high standard of customer service at all times Monitors and provides feedback to staff. Responds to issues, queries and concerns as needed and in a timely manner. Confidentiality is maintained and privacy respected. Demonstrates cultural sensitivity. Last Updated: May 2016 Page 2 of 5
Key area of responsibility 4. Liaison and Communication / Team Work Leads and promotes a team environment that enhances partnership and cooperation through effective liaison, communication and an inclusive approach. Expected outcomes Communicates effectively with key stakeholders including but not limited to: Clinical Coding staff, the Coordinator of Medical Records, Management Information Unit staff, Case Managers and clinical staff. Promotes the fostering of a team environment, which enhances partnership and co-operation. Leads Clinical Coding Team meetings. Actively participates in Taranaki DHB meetings as required. To work with clinicians on improving clinical documentation and consistency. Foster and develop close working relationships with MoH staff in relation to clinical coding. Network with similar coding personnel and other DHBs for mutual benefit and support. Organisational Accountabilities Expected Outcome for all employees Treaty of Waitangi Health and Safety The Taranaki DHB embraces the three principles of the Treaty of Waitangi. In practical terms this means: Partnership; working together with iwi, hapu, whanau and Maori communities to develop strategies for improving the health status of Maori Participation; involving Maori at all levels of the sector in planning, development and delivery of health and disability services that are put in place to improve the health status of Maori Protection; ensuring Maori wellbeing is protected and improved as well as safeguarding Maori cultural concepts values and practices. The Taranaki DHB is committed to ensuring that a safe and healthy work environment is achieved and maintained. All Team Leaders and Managers will support the DHB s health and safety culture by: Planning, organising and managing health and safety activities directed at preventing harm and promoting health and wellbeing in the workplace. Following, implementing and ensuring compliance of all Health and Safety policies, procedures and processes. Working closely with and supporting the Health and Safety Representative(s) role. Ensuring a safe working environment and work practices through risk and hazard identification and management. Ensuring health and safety is a standard agenda item in all meetings. Ensuring health and safety reported events are followed up and closed off within required timeframes. Ensuring health and safety audit activity occur; results Last Updated: May 2016 Page 3 of 5
Organisational Accountabilities Expected Outcome for all employees reviewed and improvement actions implemented. Ensuring health and safety management accountability for all direct reports is monitored and reviewed as part of the performance review process. Actively supports staff rehabilitation and provides return to work options. Ensuring health and safety related Key Performance Indicators are measured, reported and performance monitored. Personal Development Fully contributes to the individual s team performance and is committed to identify and pursue opportunities for developing new knowledge and skills. Participates in the performance appraisal process where personal performance and development is reviewed. Willing to accept new responsibilities, acquire and demonstrate relevant new knowledge. 6. VARIATION TO DUTIES Duties and responsibilities described above should not be construed as a complete and exhaustive list as it is not the intention to limit in any way the scope or functions of the position. Duties and responsibilities can be amended from time to time either by additional, deletion or straight amendment to meet any changing conditions, however this will only be done in consultation with the employee. 7. CAPABILITY REQUIREMENTS Capabilities are the behaviours demonstrated by a person performing the job. Capabilities identify what makes a person most effective in a role. Those listed below are expected for the Team Leadership roles in the organisation. The required capabilities can change as the organisation develops and the roles change. Capability Effective Communication Shares well thought out, concise and timely information with others using appropriate mediums. Ensures information gets to the appropriate people within the organisation to facilitate effective decision making Decision Making/Problem Solving Demonstrates effective and timely decision making/problem solving techniques. Aware of the impact of decisions on key stakeholders and consults as appropriate utilizing available resources. Is proactive and effective when problem solving is required. Innovation/Initiative Continually strives for new and improved work processes that will result in greater effectiveness and efficiencies. Questions traditional ways of doing things when choosing a course of action or Last Updated: May 2016 Page 4 of 5
Capability finds new combinations of old elements to form an innovatve solution. Resilience/Flexibility Articulates differing perspectives on a problem and will see the merit of alternative points of view. Will change or modify own opinons and will switch to other strategies when necessary. Adjusts behaviour to the demands of the work environment in order to remain productive through periods of transition, ambiguity, uncertainty and stress. Cultural Safety Demonstrates a commitment to cultural safety by meeting and exceeding the cultural needs of clients/customers/colleagues. Manages cultural ambiguity and conflicting priorities well. Understands concepts of whanaungatanga and manaakitanga and Maori cultural orientation to whanau, hapu and iwi. Teamwork Works to build team spirit, facilitates resolution of conflict within the team, promotes/protects team reputation, shows commitment to contributing to the teams success 8. EDUCATION Successfully completed HIMMA Advanced Coding qualifications/or a commitment to achieving this. Successfully completed Clinical Coding Audit qualification/or a commitment to achieving this. 9. SKILLS Demonstrates strong leadership skills and ability to train and motivate team members. Excellent communication and interpersonal skills. Has a commitment to quality, accuracy and ongoing improvement. Demonstrates initiative, flexibility and excellent time management skills. Demostrates a customer focus commitment Excellent computer skills. 10. EXPERIENCE Minimum of five years clinical coding experience, including at least one year in a senior position. Experience managing staff is desirable. Last Updated: May 2016 Page 5 of 5