Medical Transcriptionist Clinical Transcription Service

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1 POSITION DESCRIPTION Medical Transcriptionist Clinical Transcription Service This role is considered a non-core children s worker and will be subject to safety checking as part of the Vulnerable Children Act 2014 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: dd/mm/yyyy Document Owner: Person s Title Next Review Date: dd/mm/yyyy Approved by: Name of Approval Group/Committee Date First Issued: dd/mm/yyyy Counties Manukau Health

2 Position description: Counties Manukau Health 2

3 PURPOSE OF THE POSITION This position is responsible for providing word processing support to the clinical staff for at Counties Manukau Health. Vision & Values Organisational 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 Position description: Counties Manukau Health 3

4 PLACE IN THE ORGANISATION General Manager Central Clinical Support Service Manager Patient Information Team Leaders Clinical Transcription Service Medical Transcriptionist Position description: Counties Manukau Health 4

5 NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability a) To provide a medical word processing service for the clinical staff Standards / Achievements All dictation to be transcribed according to the priorities set by the department. Letters and reports that have been prioritised by the clinical staff, are transcribed and available for signature on the day of dictation. All documents are approved/verified the clinical document management systems on the day they are checked/authorised by the clinical staff. All letters are mailed to referring doctors on the day they are signed by the clinical staff. c) To contribute to the effectiveness of the Clinical Transcription Services. The Job Instruction Sheet is up-dated whenever changes occur in the job, to ensure staff who are covering for staff absences have accurate information about your position. Work within the Vision and Values and Code of Conduct of CMDHB at all times. Maintain professional standards with all aspects of the work, including communication with colleagues and quality of work practices. Assist with transcribing dictation or other tasks as requested by the Clinical Transcription Service management team. d) To contribute to the achievement of the goals of the Clinical Transcription Services: e) To maintain own professionalism and development needs by: HEALTH & SAFETY To recognise individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 Ensuring information is exchanged appropriately Participating in regular team meetings and contributing to new ideas to maximise the customer satisfaction with the service Participating in ongoing education Identifying own learning needs Counties Manukau DHB Health and Safety policies are read and understood and relevant procedures applied to own work activities Workplace hazards are identified and reported including selfmanagement of hazards where appropriate Can identify health and Safety representative for area. Position description: Counties Manukau Health 5

6 CULTURAL SAFETY Commitment to the principles of Treaty of Waitangi Honouring Cultural Diversity Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrate an ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, PIMS, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. Position description: Counties Manukau Health 6

7 COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of CMDHB staff members Externally there will be contact with: GPs and doctors and other hospitals Situations may often call for tact, diplomacy and will require information to be handled in a discreet and sensitive manner. In conflict situations will be required to exercise sound judgement, negotiation and persuasiveness skills, toward facilitating a workable outcome. PROBLEM COMPLEXITY Will be regularly challenged by a wide range of medical terminology. There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. There will be demands to meet deadlines, maintain accuracy and quality of information. Failure to do so could impact on the organisation in terms of meeting the turn-around times for the clinical dictation. Will refer to Clinical Transcription Service Team Leaders for advice or second opinion. SCOPE FOR ACTION Discretion is required to be exercised in releasing confidential information to the appropriate parties. DIMENSION OF THE POSITION Will be responsible to the Clinical Transcription Service Team Leaders for the achievement of agreed objectives and operates within the confines of Counties Manukau District Health Board. POSITIONS REPORTING IN THIS ROLE (numbers) Nil Position description: Counties Manukau Health 7

8 PERSON SPECIFICATIONS (requirements for the role) Education Experience/knowledge Specific skills Personal Qualities: Minimum Completed secondary education to UE/6th Form Certificate level with an emphasis on English Experience with dictaphone typing Previous word processing experience (approximately two years) Word processing using Microsoft XP Dictaphone typing skills to at least 55 wpm Good written and verbal communication skills Ability to organise and prioritise workload Ability to work independently Ability to use initiative Ability to be flexible Team player Friendly Have a professional approach to work A willingness to learn and take on new tasks Preferred Completed secondary education to UE/6th Form Certificate level with an emphasis on English Completed word processing courses Completed Medical Terminology course Medical terminology Previous experience as word processor (approximately five years) Excellent English language skills for editing grammar etc Knowledge of computer software - , XP Position description: Counties Manukau Health 8

9 HEALTH AND SAFETY ACCOUNTABILITIES (Management roles) Health and Safety (H&S) is a key accountability of all Counties Manukau Health (CM Health) staff. All CM Health Managers are responsible to: Zero harm Engage in safe workplace practices and manage the health and safety of your employees and other people in the workplace Engage in safe work practices Ensure all Incidents involving staff are reported, investigated and any corrective actions are completed and closed off when completed in the Incident reporting system in line with CM Health Policies and Procedures Ensure all corrective activities are completed and controls are reviewed after incidents Ensure all staff are Inducted/Oriented to the division/service/work area and recorded in the OneStaff database and participate in Occupational Health and Safety matters Risk management Safety Management System Requirements Work safely Manage all hazards, risks and incidents in the workplace by identifying, evaluating, reporting and controlling them effectively by maintaining a Hazard and Risk Register that is reviewed and kept up to date on an ongoing basis Stop work where there is an immediate risk of serious harm and escalate to the appropriate manager Maintain Occupational Health of employees due to workplace hazardous exposures Ensure you and the employees understand and follow CM Health s Occupational Health and Safety policies and Health and Safety regulations, what your responsibilities are under the policies and implement these requirements effectively into your work area Manage the work area s risk profile and how these relate to the corporate risk profile and implement and resource mitigation controls Engage your employees to participate in Occupational Health and Safety matter. Report for duty in a fit state, free from the influence of alcohol or other drugs Provide and wear the necessary Personal Protective Equipment for yourself and your staff when undertaking specific activities, or when in nominated areas Ensure procedures are in place for clinical and plant equipment to be operated safely Participate in relevant safety training, manage and maintain safety related competencies for yourself and your employees Be in possession of required and current Certificates of Competency (If relevant to your position) Position description: Counties Manukau Health 9

10 HEALTH AND SAFETY ACCOUNTABILITIES (non-management roles) 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 Position description: Counties Manukau Health 10

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