SA Health Job Pack. Criminal History Assessment. Job Title. Clinical Typist Virtual Typing Pool Job Number

Transcription

1 SA Health Job Pack Job Title Clinical Typist Virtual Typing Pool Job Number Applications Closing Date 15 June 2018 Region / Division Health Service Location Classification Northern Adelaide Local Health Network Northern Adelaide Local Health Network Northern Metro ASO2 Job Status Indicative Total Remuneration* Criminal History Assessment Multiple positions. Full time. Permanent and Temporary up to 29 March 2019 $58,054/$62,701 pa (pro rata) Applicants will be required to demonstrate that they have undergone an appropriate criminal and relevant history screening assessment/ criminal history check. Depending on the role, this may be a Department of Communities and Social Inclusion (DCSI) Criminal History Check and/or a South Australian Police (SAPOL) National Police Check (NPC). The following checks will be required for this role: Child Related Employment Screening - DCSI Vulnerable Person-Related Employment Screening - NPC Aged Care Sector Employment Screening - NPC General Employment Probity Check - NPC Further information is available on the SA Health careers website at - see Career Information, or by referring to the nominated contact person below. Contact Details Full name Carolyn Grose, Supervisor Virtual Typing Pool Phone number address carolyn.grose@sa.gov.au

2 Guide to submitting an application Thank you for considering applying for a position within SA Health. Recruitment and Selection processes across SA Health are based on best practice and a commitment to a selection based on merit. This means treating all applications in a fair and equitable manner that aims to choose the best person for the position. A well presented, easy to read application will allow the panel to assess the information they need from your application. To give yourself the best opportunity to reach interview, the application should clearly and concisely demonstrate to the selection panel that you are suitably equipped to perform the role, and that you possess all of the stated minimum essential skills, abilities, knowledge, experience and educational qualifications (where required). The online application form to apply for this position will ask for employment history, education, qualifications and referees however to understand the position and requirements we suggest you become familiar with the attached Job and Person Specification. We request that you attach the following to your application - A covering letter of up to 2 pages introducing yourself to the selection panel and describing your skills, abilities, knowledge, qualifications and experience in relation to the position; A current Curriculum vitae/resume that includes your personal details, relevant employment history, education, training courses, qualifications and professional memberships. * Refer to for further information regarding The Indicative Total Remuneration which is inclusive of Award salary, superannuation and other monetary benefits. Information for Applicants Criminal History Assessment requirements Northern Adelaide Local Health Network (LHN) JOB AND PERSON SPECIFICATION (NON-MANAGERIAL) TITLE OF POSITION: Clinical Typist ADMINISTRATIVE UNIT: SA Health Northern Adelaide LHN Classification: ASO2 Health Unit: Lyell McEwin and Modbury Hospitals Division: Corporate Services Classification Reviewed: May 2013 Department/ Section: Patient Information and Administrative Services (PIAS) Position No: Position Created: M58700 Job and Person Specification Approval CEO or Delegate / / Date JOB SPECIFICATION 1. PREAMBLE

3 The implementation of the National Health Reform in 2011 saw the establishment of five Local Health Networks across SA intended to promote, maintain and restore the health of the communities they serve. The Northern Adelaide Local Health Network (LHN) provides care for around 341,000 people living in the northern metropolitan area of Adelaide as well as providing a number of state-wide services, and services to those in regional areas. More than 3,000 skilled staff provide high quality patient care, education, research and health promoting services. The Northern Adelaide Local Health Network (NALHN) provides a range of acute and sub acute health services for people of all ages and covers 16 Statistical Local Areas and four Local Government Areas (one of which crosses the Central Adelaide Local Health Network) and includes the following: Lyell McEwin Hospital Modbury Hospital Ambulatory and Primary Health Care (including GP Plus Health Care Centres and Super Clinics) Sub-Acute Mental Health Services (under the governance of the Adelaide Metro Mental Health Directorate) Ambulatory and Primary Health Care delivers a range of primary health care services across the northern metropolitan area of Adelaide, with a focus on providing preventive and health promoting programs in the community, and transition and hospital substitution and avoidance programs targeted at chronic disease and frail aged. 2. SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties The position of Clinical Typist provides a confidential and effective audio-transcription service, using a PC-based word processing system, in a typing pool setting for medical typing needs across Northern Adelaide Local Health Network (NALHN). The incumbent is responsible for effective and efficient audio-transcription in a team environment, generating clinical letters of a high standard and quality, ensuring day-to-day workloads are coordinated within the team harmoniously and judiciously for all tasks and issues, and liaising with medical and administrative supervisors to identify and work within key performance indicators, unit procedures, key targets and activities. A highly motivated teamwork approach, working with integrity and providing guidance and advice to less experienced staff in the group, completing the full range of tasks and responsibilities associated with audio-transcription clinical typing service and use of multiple patient information systems, (eg Homer, NetTerm IBA and OACIS) is required. Demonstrated ability to work autonomously with a degree of flexibility and ability to complete tasks unsupervised with respect to prioritising work and achieving daily aims in a timely manner. The Clinical Typist will undertake quality control duties and apply key performance indicators to achieve quality standards relating to grammar, paragraphing, punctuation and context to ensure integral and professional documentation. Furthermore, the Clinical Typist will be required to check and adjust written documentation to reflect the guidelines and style guide format, ensuring accurate patient, author and clinic details. In addition, the Clinical Typist will be required to manage and organise high volume electronic and paper documentation, s and author correspondence in a timely and accurate manner with regard for adherence to processes, best practice procedures and clinic targets.

4 The Clinical Typist will ensure the prompt despatch of audio-clinical transcription between the author and the recipient which results in accurate, timely and effective patient clinical letter delivery from the Northern Adelaide Local Health Network. 3. REPORTING/WORKING RELATIONSHIPS (to whom the person reports, staff for whom the person is responsible, and other significant connections and working relationships within the organisation) The incumbent (through the VTP Supervisor) reports to the Office Manager, Wards and VTP. Planned and unplanned absences (eg sick leave) are advised by the incumbent to the Office Manager, Wards and VTP. The Office Manager, Wards and VTP is responsible for authorising and setting rosters and providing relief for planned and unplanned absences of the Clinical Typist. 4. HANDLING OF OFFICIAL INFORMATION By virtue of their duties, SA Health employees frequently access, otherwise deal with, and/or are aware of, information that needs to be treated as confidential. SA Health employees will not access or attempt to access official information, including confidential patient information other than in connection with the performance by them of their duties and/or as authorised. SA Health employees will not misuse information gained in their official capacity. SA Health employees will maintain the integrity and security of official or confidential information for which they are responsible. Employees will also ensure that the privacy of individuals is maintained and will only release or disclose information in accordance with relevant legislation, industrial instruments, policy, or lawful and reasonable direction. 5. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc) Appointment is subject to a satisfactory Background Screening and National Criminal History Check obtained through the Screening and Licensing Unit, Department for Communities and Social Inclusion and South Australia Police National Police Check to be renewed every 3 years thereafter from date of issue. The incumbent will be required to participate in the organisation s annual Performance Review & Development Program and mandatory training requirements. May be required to work within other locations of the Northern Adelaide LHN. Some out of hours work may be required. Support values consistent with the aims of SA Health and the LHN, including honesty, respect and integrity. May be required to undertake a health assessment prior to commencement. Comply with the Principles of the Code of Fair Information Practice, adopted by the Department of Health, which regulate the collection, use, disclosure, storage and transfer of all personal patient/client information within the Department and throughout its funded service providers.

5 6. STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES (group in to major areas of responsibility / activity and list in descending order of importance). Provide proficient, effective, efficient and confidential administrative support to the Divisions, Departments and Units of the Northern Adelaide Local Health Network Applying excellence in customer service focus Provide a friendly, courteous and professional first point of contact. Provide audio-transcription clinical typing support which is of a high standard and quality for medical terminology, grammar and accuracy. Meet, greet and assist all persons, providing accurate, timely and professional response(s) to telephone calls with a customer service focus. Active participation in quality assurance, statistic collection and key performance indicators. Actively practicing team work principles Communicate politely and effectively with all staff in regard to fulfilling the responsibilities related to work assignment. Observe respectful and harmonious work ethic and practice. Work in close unison with the clinical and administrative staff for the benefit of the patient and the unit as a whole. Provide thorough and up-to-date knowledge/procedure-based training for relief administrative staff as required. Assist other staff through sharing task-related knowledge. Provide orientation and training to new and relief staff. Adhering to, and applying, policies, procedures, practices and guidelines relating to medical records management, meetings, clinical typing and presentation of data and data entry. Provision of information relating to productivity statistics. To participate in training a team of skilled staff and to promote healthy working relationships within the VTP. To actively participate in and promote continuing education activities consistent with the position. Management of archived documentation/databases. Contribute to and comply with the effective and timely clinical typing medical records needs, prioritising work to meet timelines. Audio-transcription dictaphone typing via PC-based dictation system ensuring quality, confidentiality and accuracy of patient details, grammar and spelling and a well presented typed format. Compliance with all policies, procedures, practices and guidelines associated with typing service. Providing effective operational support to the assigned unit Ensure appropriate communication channels with all staff in a professional manner. Apply policy and procedure with a degree of judgement when making decisions. Prioritise work to meet deadlines. Respond to requests by multi-disciplinary staff in accessing clinical typing and any or all of its component parts. Understand and comply with procedures of the position assignment relating to task and responsibilities. Requisition stationery, administrative supplies, and stores ready for use by VTP staff. Photocopy/fax as required Collect, capture (data entry) and print subsequent reports for unit specific statistics, where required. Participate in staff meetings.

6 Act as a resource and provide general assistance to clinical staff, transcriptionists and hospital staff regarding typing services and administrative requirements eg author identification code, how to use Lanier. Contribute to the Quality Improvement/Utilisation of resources Participate in quality improvement activities. Contribute ideas to improve administration processes and procedures. Actively contribute toward maintaining and promoting a healthy team environment. Report all accidents, incidents and near misses. Use equipment provided for the prevention of injuries. Identify issues of hazard or concern so that these may be addressed at the earliest opportunity. Actively participate in continuous Quality Improvement (QI) activities, including the identification of performance standards and increased efficiencies. Ensure the efficient utilisation of NALHN resources by ensuring that facilities, equipment and supplies are correctly used. Ensure that a safe and health work environment, free from discrimination and inclusive of personal development Actively participate in continuing education programs, seminars and staff meetings. Participate in personal development review on an annual basis. Participate in regular Fire/Evacuation training programs. Participate in mandatory Work Health & Safety (WHS) training. Relevant active, ongoing self-education and development.

7 1. Managers and staff are required to work in accordance with the Code of Ethics for South Australian Public Sector, Public Sector Values and Behaviours Framework, Policies and Procedures and legislative requirements including but not limited to: Work Health and Safety Act 2012 (SA) and when relevant WHS Defined Officers must meet due diligence requirements. 2. Contributes to patient safety and quality by adhering to the Australian Charter of Health Care Rights, understanding the intent of the Australian National Safety & Quality Health Service Standards and participating in quality improvement activities as necessary. 3. All employees are responsible and accountable for keeping accurate, legible and complete records of their activities. 4. SA Health has a position of zero tolerance towards men s violence against women in the workplace and the broader community. In accordance with this, the incumbent must at all times act in a manner that is non-threatening, courteous, and respectful and will comply with any instructions, policies, procedures or guidelines issued by SA Health regarding acceptable workplace behaviour. PERSON SPECIFICATION 1. ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary) Educational/Vocational Qualifications Personal Abilities/Aptitudes/Skills Skills Proven audio transcriptionist skills working in a medical environment with a minimum typing proficiency of 60wpm with 98% accuracy. High level interpersonal and communication skills (both verbal and written) including demonstrated ability to develop, contribute and maintain effective and harmonious working relationships, a safe and healthy workplace, free of harassment, unlawful discrimination and bullying where diversity is valued. Demonstrated ability to effectively work in a team environment actively enhancing team spirit, harmony and morale with other staff to achieve agreed objectives and outcomes. Demonstrated ability to effectively work both autonomously and within a team while managing variable workloads and competing priorities with a changing work environment. Demonstrated ability to display tact and empathy; use initiative; and maintain confidentiality. Experience Demonstrated experience in providing quality administrative services within a medical environment including high level competence in Microsoft Office (including Word, Excel and Outlook), general office procedures and the use of general office equipment. Demonstrated experience in organising, co-ordinating and prioritising various administrative activities to ensure efficient operational functioning of the position.

8 Knowledge Sound and broad knowledge of medical terminology and related medication names. Understanding of Work Health and Safety principles and procedures. Understanding of the Australian National Safety & Quality Health Service Standards. 2. DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements) Personal Abilities/Aptitudes/Skills Ability to type at wpm with 98% accuracy. Sound time management skills and ability to work with minimal or no supervision. Self-motivated learner. Experience Sound and extensive experience in providing quality administrative services preferably within a medical environment, hospital or multidisciplinary clinic environment. Experience in using hospital database applications including HOMER, NetTerm IBA (patient database), OACIS, outpatients and ATS modules. Knowledge Knowledge of hospital policies and procedures. Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position) Advanced Medical terminology certificate and / or other training relevant to the position. Other details Roster change management will engage consultative process wherein organisation needs will be addressed and managed. Acknowledged by Occupant: Date: / /