POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Administration Assistant This position is not considered a children s worker under the Vulnerable Children Act 2014 Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name:... Manager/Supervisor's Signature:... Document ID: Admin Assistant Position Description Version: 1.0 Department: Retinal Screening Last Updated: 08/11/2016 Document Owner: Service Manager Ophthalmology Next Review Date: 08/11/2018 Approved by: General Manager Integrated Care Date First Issued: 08/11/2016 Counties Manukau Health

2 Retinal Screener Position description: Counties Manukau Health 2

3 PURPOSE OF THE POSITION Contributes to the efficient operation of the Service/s and the Service by providing booking and scheduling, administration / clerical assistance and Reception cover. The key Service provision is that of Retinal Screening. Position Challenges The nature of primary care is one of high throughput and variation each day. The Administration Assistant is critical to support the administration / clerical / customer service activities of the Service/s and the facility to ensure that quality standards are adhered to and other targets are met. NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability Waiting List Management Proven ability to accurately manage written information. Standards / Achievements Coordinate and manage the process for graded referrals, by screening and following organisational guidelines for acceptance or rejection. Able to enter data into the Patient Information Management System (ipm) accurately, efficiently and in a timely manner. Understands the implications of incorrect data and makes every effort to ensure that patient information is correct and updated. Ensures waiting lists are reviewed weekly/fortnightly and communicate appropriately and timely regarding waiting times and patients are removed from lists where appropriate following organisational policies. Demonstrates effective skills to coordinate the scheduling of patient/client outpatient appointments. NB: Although the methods for scheduling may have some variations to meet the needs of each service, the following requirements are generic: Follows the CM Health approved scheduling process and specialty protocols to: Select patients from the Outpatient Waitlist Schedule all patients/clients first appointments Process and schedule follow up appointments Communicates with patients/clients and their whaanau by telephone to negotiate/confirm appointments and in writing to advise of dates and times. Understands the financial impact of patient do not attends (DNA) at clinic and follows approved process to manage these. Retinal Screener Position description: Counties Manukau Health 3

4 Key Accountability Standards / Achievements Co-ordinates any tests required for the patient prior to appointment. Ensures maximum clinic utilisation, linking appointments, manipulating clinic slots and the rescheduling of clinics as necessary. Utilises problem solving skills to achieve positive outcomes for the patient. Maintains an efficient filing system Co-ordinates the distribution of referrals and information within the organisation. Includes ordering of clinical notes and ensuring that documentation is received. Cancels and reschedules patients as instructed, and advises patient/whaanau of changes. This may be at short notice due to unforeseen circumstances. Demonstrate responsibility for effective time management and prioritise workload appropriately. Reception and other Duties Communication Understands and applies customer service principals Answering the telephone in a polite and professional manner and dealing efficiently with calls. Locating staff in a prompt and efficient manner. Responding to all enquiries in a caring and professional manner. Greeting, arriving, departing / out-coming patients to Reception. Maintaining a professional and courteous manner when dealing with the customers of our service and staff within the team and other areas. Having adequate knowledge of Counties Manukau Health other providers and regional services. Cover for other admin staff. Assisting with other clerical duties as required or requested Interacts effectively with patient/client/whaanau and team members to ensure understanding of scheduling processes. Demonstrates an approachable and helpful attitude when interacting with patient, family/whaanau, multidisciplinary team members and the public. Act as an advocate in conveying patient needs and information to clinical staff. CULTURAL SAFETY Commitment to the Treaty of Waitangi Demonstrates a cultural awareness of the Treaty of Waitangi and its relevance within a health care setting. Appropriate patient referral to interpreting services, Retinal Screener Position description: Counties Manukau Health 4

5 Key Accountability Honouring Cultural Diversity Demonstrates awareness of and sensitive response to spiritual beliefs, cultural practices and needs of the patient Standards / Achievements cultural support services when required. Demonstrates an understanding of the concepts of cultural safety and its application in patient communication. Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Demonstrates an ability to effectively manage difficult situations Identifies and defuses potential conflict situations before they arise. Effectively resolves problems and conflict. Quality Understands and practices the principals of continuous quality improvement. Participating in the implementation and ongoing maintenance and review of the service policies, procedures, processes and guidelines. Read organisational policies. Utilises Information Technology Being conversant with applications required for your specific discipline/role (i.e. ipm, Concerto, Outlook, etc) Knowing how to use the phone and paging systems Knowing how to access and use available clinical information systems Maintaining own professional development by attending relevant IT educational programmes. COMMUNICATION AND INTERPERSONAL SKILLS Multidisciplinary team associated with the Service/s i.e. Retinal Screeners, Ophthalmologists and members of the Diabetes Team. Patients. Community Optometrists and other healthcare professionals. GPs, Practice Nurses, Practice Managers and other surgery staff. External agencies for IT, camera and software support. Other Services and stakeholders within the facility. CM Health Management team Retinal Screener Position description: Counties Manukau Health 5

6 PERSON SPECIFICATIONS Minimum Preferred Qualifications 4 years secondary school Fluent in English Further relevant professional training Experience Previous admin / clerical experience in the health environment Understanding of Medical terminology Experience in a Call Centre or Booking environment Skills/Knowledge/ Behaviour Computer literacy to intermediate level Effective communication both written and verbal skills. Ability to work as a team member or be self-directed Responsible and accountable for own practice and as an employee. Priority setting and time management skills. Effectively resolve problems and conflict. Committed to promoting development and continuous quality improvement. Positive and friendly approach. Good Customer Service ethic Excellent telephone manner enjoy dealing with people Honesty, integrity, respectful and reliability. Non-judgemental and empathetic. Understanding of the Privacy Act, Health and Disability Act, and Health and Safety Act. Excellent standards of dress and grooming. Experience in ipm or Medtech 32 Retinal Screener Position description: Counties Manukau Health 6

7 HEALTH AND SAFETY ACCOUNTABILITIES Health and Safety (H&S) is a key accountability of all Counties Manukau Health (CM Health) staff. All CM Health Employees are responsible to: Zero Harm Engage in safe workplace practices and take care of the health and safety of themselves, other employees and people in the workplace Risk Management Safety Management System Requirements Work Safely Identify, evaluate and report all hazards and incidents they are aware of in the workplace Adhere to apply risk controls, identified in risk assessments, such as Safe Operating Procedures Follow safety instructions Stop work when there is an immediate risk of serious harm and notify the appropriate manager Ensure nothing they do or don t do will cause harm to themselves or others Understand and follow CM Health s Occupational Health and Safety policies, Health and Safety regulations, and personal responsibilities as outlined by these policies Follow all Occupational Health and Safety policies and procedures Report for duty in a fit state, free from the influence of alcohol or other drugs Participate in consultation activities regarding matters affecting your health, safety and wellbeing Wear the required Personal Protective Equipment when undertaking specific activities, or when in nominated areas Operate clinical or plant equipment safely Participate in relevant safety training, and maintain safety related competencies If relevant to your position, be in possession of required and current Certificates of Competency Retinal Screener Position description: Counties Manukau Health 7

8 Position description: Counties Manukau Health 8