POSITION DESCRIPTION Operating Theatre Scheduler Date Produced/Reviewed: Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name:... Manager/Supervisor's Signature:... Date:... Document ID: Obtain from Objective Version: 1.0 Department: Name of Department Last Updated: May 2013 Document Owner: Person s Title Next Review Date: May 2015 Approved by: Name of Approval Group/Committee Date First Issued: dd/mm/yyyy Counties Manukau Health
PURPOSE OF THE POSITION To contribute to the effective and efficient management of CMH Surgical Services by providing coordinated, timely and accurate support to the functions of the Operating Theatre Schedule. Vision & Values Counties Manukau Health District Health Board ( Counties Manukau Health ) Shared Vision Our DHB shared Vision is to work in partnership with our communities to improve the health status of all, with particular emphasis on Maaori and Pacific peoples and other communities with health disparities. We will do this by leading the development of an improved system of healthcare that is more accessible and better integrated. We will dedicate ourselves to serving our patients and communities by ensuring the delivery of both quality focussed and cost effective healthcare, at the right place, right time and right setting. Organisational Values Partnership Care and Respect Professionalism Teamwork Innovation Responsibility Working alongside and encouraging others in health and related sectors to ensure a common focus on, and strategies for achieving health gain and independence for our population Treating people with respect and dignity, valuing individual and cultural differences and diversity We will act with integrity and embrace the highest ethical standards Achieving success by working together and valuing each other s skills and contributions Constantly seeking and striving for new ideas and solutions Using and developing our capabilities to achieve outstanding results and taking accountability for our individual and collective actions
PLACE IN THE ORGANISATION NATURE AND SCOPE OF RESPONSIBILITES Key Accountability Administer and Maintain Theatre Schedule and Data Bases Standards / Achievements Responsible for the production and update of the eight weekly theatre schedules for both sites, completing any agreed amendments as required in ipm theatre and publishing on the network drive. Compiling weekly utilisation summary report by site giving actual information on Theatre usage, consultations on Day of surgery cancellation, late starts, early finishes, Turnaround times, etc.
Management of the theatre scheduling process to ensure all theatre sessions are efficiently allocated and departments utilise all allocated session time for scheduled theatre lists. Checking of the Anaesthetic roster to ensure coverage. Management of theatre manager checking session integrity. To actively follow-up with the service co-ordinators and their managers on any operating sessions that is incompletely filled or maximum utilisation of allocated time. Act as a central point for the everyday operational efficiency of theatre schedule for theatres and anaesthetics e.g. theatre staffing allocations and service clinician allocation. Contribute to Surgical Services by fostering cooperation across all groups. Generating and maintaining process work flows to ensure data and documentation is reported / recorded accurately and in a timely fashion. Contribute to everyday operational efficiency by providing support by developing systems that create clear pathways for organisational information requirements. Ensure all Theatre Sessions are managed as per ipm Theatre Session Management guidelines. To facilitate open communication channels to create, maintain, and enhance effective working relationships. Assist the Business Manager and Business Analyst by providing monthly information for scorecards and reporting back.
Responsible for the daily updating of the theatre schedule e.g. opening and closing of sessions, opening additional sessions, notification of session changes to all stakeholders. Create strategies to support the efficient and effective management of the theatre schedule. Theatre Cap Plan Responsible for maintaining, distributing a suite of Theatre Reports using Theatre Cap plan. Key liaison role between Theatre & Middlemore Central with regards to the ongoing development of Theatre Cap plan. Data Extraction Analysis and Ability to work to strict monthly reporting deadlines Interpretation Use advanced computer literacy skills gained in Microsoft Excel, Access and SOL databases to extract data relating to patients and theatre encounters. Ensure that parameters for reporting from databases are regularly updated and maintained to ensure that accurate information is available at all times. Run error reports, audit and correct data from various subsystems including theatre ipm. Collate relevant data and provide accurate and timely information to enable and strengthen decision making. Provide information for Business Managers, Service Managers and other Clinical staff as and when requested. Ensuring Continuing Quality Improvement Daily audit of theatre ipm database including error correction. Identify training requirements and manage the running of regular Training/Information sessions to
update staff in processes for the capture of accurate ipm information and feedback reporting KPI s. Liaises with Clinical Nurse Educators to ensure training needs are met within the orientation package. Develop and maintain a desk file that outlines processes, documentation requirements, definitions, etc. Responsible for ensuring that training of staff supports the continuity and management of the theatre schedule for periods of personal absenteeism. e.g. Annual Leave Assist the Business Manager / Service Manager through the collection of timely and accurate information. Ability to produce reports and formatting of work for presentation. Manage the role of ipm Super User within Theatre to ensure all theatre staff has a proficient knowledge of ipm. Liaise with ipm business co-ordinator to manage the generation changes of the ipm Session Templates and ipm future development. Personal Development Maintains and or extends knowledge and skill base required for effective performance. Identifies learning needs Participated in own performance review annually. HEALTH & SAFETY To recognise individual responsibility for workplace Counties Manukau Health and Safety policies are read and understood and relevant procedures applied to own work activities.
Health & Safety under the Health & Safety Act 1992 Workplace hazards are identified and reported including self-management of hazards where appropriate. Can identify health & safety representative for area. Authorities Staff Hiring Staff Firing Staff Disciplining Expenditure No No No No COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of CMH staff members including: Internal: Service Manager Theatres, Anaesthetics and SSU Business Manager Surgical Service Coordinators Surgical Services Service Managers Surgical Services Other Members of the Surgical Services Team Medical and Nursing Staff Anaesthetic Service Coordinator Anaesthetic Rosterer Theatre Coordinators MMH & MSC Charge Technicians Middlemore Central The employee will be required to have a very high level of communication skills, which will include:
Tact and diplomacy Information will often be required to be handled in a discreet and sensitive manner. PROBLEM COMPLEXITY Will be regularly challenged by a wide range of issues and problems. There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. The range of problems will be diverse and require solutions customised to meet the circumstances of the situation. Therefore situations will demand that the employee provide innovative options and solutions to any problems that arise. It is essential that the employee is a team player and has a customer focus. Responsibility to make, implements decisions, meet deadlines, and maintain accuracy and quality of information for the Surgical Services team. SCOPE FOR ACTION The expectation is for the employee to lead and manage workflow, which provides the team to function in a strategic and operational manner. DIMENSION OF THE POSITION Will be responsible to the Service Manager Surgical Services for the achievement of agreed objectives and operates within the confines of Counties Manukau Health.
PERSON SPECIFICATIONS Minimum Qualification A minimum of three years secondary schooling Experience A current understanding of CM Health processes and values Understands impact of data on decision making Understands the data capture processes and values used in theatre Preferred 2-3 years experience in a service based environment Database management Understanding of hospital based coding practices Microsoft Access reporting tools Skills/Knowledge/ Behaviour Report presentation Intermediate User of Microsoft applications Conflict resolution skills Leadership skills Effective written and verbal communication skills. Ability to be independent and an effective team player Responsible and accountable for professional practice Priority setting and time management skills Commitment to ongoing learning and development. Coaching skills Personal Qualities Persuasive Organised Conceptual thinker Good listener Patient and team focus Quality orientation Ability to teach Strong interpersonal skills