Date: 07 April 2015 Job Title : Department : Clinical Records Department Location : Waitemata DHB based at North Shore Hospital with a requirement to support other sites as and when required Reporting To : Clinical Record Manager Direct Reports : CRD Clerical Admin Clerks Functional Relationships with : Internal Outpatients Nursing and Clerical Staff Patient Service Centre team leaders/staff Ops managers WDHB Health Information Group systems department Clinical coding staff and management WDHB administration staff including ward clerks Our Purpose, Values and Standards External Patients and families Government agencies GP/PHO Other hospitals/dhb s Overseas health agencies At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Page 1
Purpose of the role : The is responsible for leading, coaching and developing a team within the Clinical Records environment to ensure achievement of service objectives that contribute to the delivery of Clinical Records. To co-ordinate the day-to-day operational management of the team to provide an efficient and effective clinical records department. Ensure confidentiality of patient information by supporting WDHB and departmental policies & procedures. To provide practical assistance and technical knowledge with hospital information systems, including ipms and Concerto. Maintains robust systems and processes that ensure efficient and effective administrative support for the delivery of Clinical Records. Leadership of the Team - Provides leadership, coaching and development for administration staff. - Acts as a role model of the Waitemata DHB values and leadership behaviours. - Sets, negotiates and agrees individual goals and objectives with their team members to achieve the required outcomes. - Work with the team to ensure targets are being met and daily tasks are co-ordinated, completed and understood. - Communicates these goals to their team, clearly linking them to the strategic direction of Waitemata DHB vision and values. - Empowers all staff within set boundaries, delegate to direct reports where appropriate, - Encourages all staff to be accountable for their decisions and provide guidance on complex issues. Recruitment & Leave Management - Undertakes recruitment and selection of new staff to meet business needs within the Waitemata DHB policy and guidelines. - Conducts recruitment and selection activities for new staff in liaison with the Recruitment Centre and the Clinical Records Manager. - Ensures all new staff receives a comprehensive orientation aimed at developing a high level of understanding of their role, and WDHB policies and processes. - Ensures that all leave is managed within the team and the department and in accordance with WDHB policy. - collaborates with leave planning particularly around statutory days, 24/7 coverage if applicable - Ensures timesheets are completed accurately and according to WDHB guidelines. Waitemata District Health Board -JOB DESCRIPTION - Page 2
Human Resource Management - Facilitates performance management for direct reports and ensures the successful utilisation of the company performance management system with their teams. - Support the manager in working with team members to identify and put in place development plans in support of the performance development process and policy. - Actively promotes the DHB values and embodies them. - Ensures the provision of a healthy and safe working environment and ensures health and safety processes are adhered to within the service. - Provides on-going coaching and support to build a high performing team with a focus on continuous improvement. - Any conflict within the team is resolved to the satisfaction of all involved. Operational Efficiency - Manages the team to achieve performance targets as efficiently as possible - Coordinates daily operational staffing and resource requirements including escalating to the manager for decision as per department escalation process - Monitors productivity and performance measures using - management information, informal feedback and observations and take action to address performance gaps against these targets - Reviews on-going process to enhance service delivery from the team - Provides expert advice and support at a super user level for ipms and other patient information systems. - maintains the risk and issues register including attendance to the OHSS quarterly meetings Healthcare Improvement - Ensures and demonstrates a commitment to continuous healthcare improvement by identifying, developing, and disseminating new initiatives and ideas which support WDHB organisational strategy and enhance access to the Service. - Supports the Clinical Records Manager by leading the team to implement necessary changes. Quality & Risk Management - Work in partnership with the CRD Quality and Audit Lead - Leads and advocates quality to the team and develops and maintains a continuous quality improvement approach for the service. - Follows the service s quality plan by working to meet developed objectives. - Investigates and responds to complaints proactively, establishing corrective systems where required. All complaints are treated as opportunities for improvement. - Ensure confidentiality of patient information by supporting WDHB and departmental policies & procedures. - In coordination with the Manager and the other team leader, maintain an overview of administration equipment, including faxes, photocopiers, printers, label printers, computers and pagers Waitemata District Health Board -JOB DESCRIPTION - Page 3
to ensure equipment is maintained and replaced as necessary for the teams you are responsible for. Customer Service - The team and staff philosophy is customer focused and reflects the values of Waitemata DHB. - Staff demonstrate good interpersonal relationships in coordination of care with staff, patients and their families - Good relationships are evident with other departments and support staff - Works closely with staff, and maintains open communication with the Clinical Records Manager - Utilises internal and external service delivery feedback and implements improvement action plans. Other tasks - Carry out any other reasonable tasks assigned by the CRD manager Statutory & Treaty of Waitangi obligations To recognise individual responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002 - Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. - Shows sensitivity to cultural complexity in the workforce and patient population Support WDHB H&S Culture by: All Employees you are responsible for: Following & complying with H&S policies & processes & applying them to their own work activities Identifying, reporting & self-managing hazards where appropriate Early and accurate accurately reporting of incidents at work Waitemata District Health Board -JOB DESCRIPTION - Page 4
PERSON SPECIFICATION POSITION TITLE: CRD Minimum Preferred Qualification Relevant qualification or supervisory experience leading similar sized teams for minimum of 5 years Certificate or diploma qualification in business or other relevant field Experience Skills/Knowledge/ Behaviour Proven team leadership experience of medium sized team(s). Strong interpersonal and communication skills Has a flair for achievement and transformational leadership skills.. Relevant information management and information systems skills (MS Word, Excel, and PowerPoint). Conflict management skills.. Demonstrated team player Understanding of cultural sensitivity and the Treaty of Waitangi Self-motivation and initiative Independent thinker, optimistic and enthusiastic Comprehensive knowledge of Patient Information Management systems An understanding of risk and its management A personal commitment to the process of learning Proven ability to motivate staff and positively influence culture and change A passion for and commitment to making a difference A passion for the consumer and making a difference to communities Waitemata District Health Board -JOB DESCRIPTION - Page 5