Employee name: Minimum Year 12. Completion of a Medical Terminology course is preferred but not essential. N/A N/A

Transcription

1 MERCY PUBLIC HOSPITALS INC POSITION DESCRIPTION Core Mercy Values: Compassion, Hospitality, Respect, Innovation, Stewardship, Teamwork Position title: Entity/Group: Business Unit/Department: Position reports to: Weekend Health Information Clerk Mercy Hospital for Women Health Information Services Team Leader, Health Information Services Employee name: Date: March 2015 Position Purpose: Qualifications: Manager, Health Information Services To provide an optimal service to all internal and external customers by timely retrieval, preparation and delivery of health information. To be a valuable member of the HIS team, participating in quality management studies aimed at improving HIS service, systems and procedures towards better internal and external HIS customer service. Minimum Year 12. Completion of a Medical Terminology course is preferred but not essential. Resource management: Annual Operating Expenditure: Annual Capital Expenditure: N/A N/A Mandatory Organisational Competencies Personal Competencies Job Competencies Orientation (on commencement) Commitment to the Mercy values. Comply with the requirements of the annual organisational mandatory and role related competencies policy and procedure. Diversity & Equity (annual) Demonstrated ability to build relationships with people at all levels. Understanding of terminal digit filing or other filing system. Weekend HIS Clerk

2 Emergency Procedures (annual) Ability to work as part of a team. Knowledge of a patient administrative system. Work Health & Safety (annual) Ability to work alone and as part of a Knowledge of computer software packages team. such as the Microsoft office suite. Infection Control (annual) Ability to use initiative and be self Ability to liaise with all levels of clinical and motivated. non-clinical staff. Ability to be flexible and adapt to Previous experience in a hospital or change. administrative setting. To be highly efficient and organized. Sound communication and interpersonal skills. Generic Requirements Act professionally and in accordance with the Mercy Health Code of Conduct Maintain clinical registration (where applicable) Participate in annual performance development review (PDR) process Key Result Areas Key Activities Standard Measures Ensure the values of Mercy Health are incorporated into daily work practices. Demonstrates and upholds the Values and Mission of Mercy Health. Demonstrates an understanding of individual responsibility for safety, quality & risk and participates in organisational quality and safety initiatives Maintain a safe environment for patients/self/colleagues and members of the public. Escalate concerns regarding safety, quality & risk to an appropriate staff member. Participate in evaluation and continuous improvement and clinical indicator processes. Demonstrate the principles of Person Centred Care: o Respect & Dignity Shows compassion and provides support to colleagues and patients. Consistently shows respect and values each person s dignity. Seeks opportunities to be innovative for improvement. Communicates openly and honestly as an effective team member. Risk controls implemented. Incident/s reported as soon as practicable. Undertake incident investigations. Orientation completed. Training up to date. Accreditation outcomes. Patient satisfaction and experience survey results. Participate in implementation and delivery of annual quality plan and business plan. Weekend HIS Clerk

3 Key Result Areas Key Activities Standard Measures o Information Sharing o Participation o Collaboration HIS weekend shift Availability to work weekend shift Work independently to enable weekend HIS service provision Provide leave coverage for alternate weekend shift worker Provide assistance with leave and backlog coverage as requested by Team Leader, HIS HIS Reception Filing Medical Record compiling and preparation Respond to all reception requests during shift Filing of all medical records returned to HIS over weekend shift Compile records that are returned to HIS following patient discharge Prepare records for Emergency and Outpatient department attendances Answer telephone requests for medical records and other information. Attend to and provide assistance to all internal and external customers who present to the department Update the medical record tracking system when providing medical records Organise for records to be delivered to Patient Services and Emergency Departments Priorities record requests for patient attendances. Accurate terminal digit filing medical records in primary file Utilise the medical record tracking system to locate any medical record internal or external to the department required for insertion of any document filing Locate the correct medical record in primary file and accurately file any loose pathology, radiology, correspondence and any other loose filing in the correct corresponding patient record Records are compiled in accordance to the Order of Forms document Records are prepared to a satisfactory standard prior to the record leaving the department for required Outpatient or Weekend HIS Clerk

4 Key Result Areas Key Activities Standard Measures Emergency attendances Filing of clinical pathways in the medical record Records meet the required standard to assist in furthering patient care Tracking and processing of medical record returns Ad hoc activities as directed by Team Leader and Manager, HIS Tracking back of any records returned internal or external to HIS to accurate HIS location Department objectives are met within required timeframes All returned records are tracked accurately and filed in the correct internal HIS locations (i.e., compiling, coding, doctor s boxes etc) Collect medical record returns from Emergency and Patient Services in the morning of each shift Undertakes appropriate duties, as directed by Team Leader and or Manager, Health Information Services. Supports Team Leader, HIS in achieving department objectives. Employee s Signature: Date: Print Name: Manager Signature: Date: Print Name: Weekend HIS Clerk

5 MERCY PUBLIC HOSPITALS INC POSITION DESCRIPTION Core Mercy Values: Compassion, Hospitality, Respect, Innovation, Stewardship, Teamwork Position title: Health Information Clerk Employee name: Entity/Group: Business Unit/Department: Position reports to: Mercy Hospital for Women Health Information Services Team Leader, Health Information Services Date: March 2015 Position Purpose: Qualifications: Manager, Health Information Services To provide an optimal service to all internal and external customers by timely retrieval, preparation and delivery of health information. To be a valuable member of the HIS team, participating in quality management studies aimed at improving HIS service, systems and procedures towards better internal and external HIS customer service. Minimum Year 12. Completion of a Medical Terminology course is preferred but not essential. Resource management: Annual Operating Expenditure: Annual Capital Expenditure: N/A N/A Mandatory Organisational Competencies Personal Competencies Job Competencies Orientation (on commencement) Commitment to the Mercy values. Comply with the requirements of the annual organisational mandatory and role related competencies policy and procedure. Diversity & Equity (annual) Demonstrated ability to build Understanding of terminal digit filing or HIS Clerk

6 Emergency Procedures (annual) Work Health & Safety (annual) Infection Control (annual) relationships with people at all levels. Ability to work alone and as part of a team. Ability to use initiative and be self motivated. Ability to be flexible and adapt to change. To be highly efficient and organized. Sound communication and interpersonal skills. other filing system. Knowledge of a patient administrative system. Knowledge of computer software packages such as the Microsoft office suite. Ability to liaise with all levels of clinical and non-clinical staff. Previous experience in a hospital or administrative setting. Generic Requirements Act professionally and in accordance with the Mercy Health Code of Conduct Maintain clinical registration (where applicable) Participate in annual performance development review (PDR) process Key Result Areas Key Activities Standard Measures Ensure the values of Mercy Health are incorporated into daily work practices. Demonstrates and upholds the Values and Mission of Mercy Health Demonstrates an understanding of individual responsibility for safety, quality & risk and participates in organisational quality and safety initiatives Maintain a safe environment for patients/self/colleagues and members of the public. Escalate concerns regarding safety, quality & risk to an appropriate staff member. Participate in evaluation and continuous improvement and clinical indicator processes. Demonstrate the principles of Person Shows compassion and provides support to colleagues and patients. Consistently shows respect and values each person s dignity. Seeks opportunities to be innovative for improvement. Communicates openly and honestly as an effective team member. Risk controls implemented. Incident/s reported as soon as practicable. Undertake incident investigations. Orientation completed. Training up to date. Accreditation outcomes. Patient satisfaction and experience survey results. Participate in implementation and delivery of HIS Clerk

7 Key Result Areas Key Activities Standard Measures Centred Care: o Respect & Dignity o Information Sharing o Participation o Collaboration annual quality plan and business plan. HIS Reception Provide coverage for HIS reception daily any other requested or rostered times. Answer phone calls and attend to customers who present to HIS in a timely manner Provide a high level of customer service Ensure that 100% of records tracked on ipm reflect the correct location that it is being sent to Ensure that all urgent medical records Filing Retrieval of Records for Various Hospital Departments Tracking and processing of medical record returns Daily filing of allocated hard cover filing bays. Daily filing of allocated pathology and loose sheet correspondence, as per order of forms document, ensuring results match the correct corresponding patient record. Retrieve records for all day surgery and admissions requests Retrieve records required for patient attendances and appointments, as per allocated clinic lists Tracking back of any records returned internal or external to HIS to accurate HIS requests are retrieved within 10 minutes. Accurate terminal digit filing of hard cover medical records in primary file. Locate the correct medical record in primary file and accurately file any loose pathology, radiology, correspondence and any other loose filing in the correct corresponding patient record. Utilise the medical record tracking system to locate any medical record internal or external to the department required for insertion of any document filing. Retrieval of all records as per lists received for allocated clinic lists Follow up on all medical records not located in primary file to ensure they are available at the time of a patient s attendance. Ensure that 100% of records tracked on ipm reflect the correct location that it is being sent to 100% of records returned to HIS are accurately tracked to internal HIS locations HIS Clerk

8 Key Result Areas Key Activities Standard Measures location. All records returned to HIS are ready for file (loose sheets filed and black tape is on record spine) Culling Culling of records using MPHI HIS culling report Culled records accurately based on culling report parameters Entered destruction date in i.pm as advised by Team Leader or HIS Manager Liaise with HIS dept. WH&S rep to maintain Provide assistance to the Team Leader and Manager, HIS Department objectives are met within required timeframes. secondary storage boxes during culling time Undertakes appropriate duties, as directed by Team Leader and Manager, Health Information Services. Supports Team Leader and Manager, HIS in achieving department objectives. Employee s Signature: Date: Print Name: Manager Signature: Date: Print Name: HIS Clerk