Job Title: Allied Health Administration Assistant Last updated: April 2016 OUR VISION STATEMENT

Transcription

1 POSITION DESCRIPTION Job Title: Allied Health Administration Assistant Last updated: April 2016 Reports to: Allied Health Manager 1. MISSION, VISION AND VALUES OUR VISION STATEMENT To lead transformation in health care inspired by the healing ministry of Jesus OUR MISSION STATEMENT As a Catholic health and aged care service our mission is to bring God s love to those in need through the healing ministry of Jesus. We are especially committed to people who are poor and vulnerable. We draw on the talents of our people and collaborate with others who share our vision and values to continue the pioneering spirit of Mary Aikenhead and the Sisters of Charity. We are committed to providing compassionate and innovative care, enabling hope for those we serve. OUR VALUES Compassion Justice Integrity Excellence OUR CARE STATEMENT Our care is Provided in an environment underpinned by Mission and Values. Holistic and centred on the needs of each patient and resident. High quality, safe, and continuously improved to ensure best practice. Innovative and informed by current research using contemporary techniques and technology. Delivered by a team of dedicated, appropriately qualified people who are supported in a continuing development of their skills and knowledge, and Provided with a commitment to a respect for life according to the Gospel. 2. JOB PURPOSE To be the first point of call for anyone arriving to allied health outpatients To manage the clerical administration of allied health outpatients episode of care To assist the Allied Health Manager and allied health staff in undertaking clerical functions for the Allied health department 3. JOB HOLDERS REQUIRMENTS 3.1 Knowledge & Experience Required: Previous customer service experience in dealing with people in person, on the telephone and via written correspondence Previous health clerical experience St Vincent s Private Hospital Melbourne _ Allied Health Administration Assistant PD

2 Previous health funds experience 3.2 Practical/Specialist Skills: IBA Patient Management System Previous hospital and or customer service experience An understanding of/or certificate of medical terminology Proven keyboard skills and accurate data entry Manual Handling 3.3 Other Skills or Competencies: Positive and pro active customer service skills Excellent communication skills with the ability to respond compassionately to the needs of a hospital environment Proven time management and work process skills Ability to achieve positive outcomes and promote and maintain a team work environment 4.MAJOR RESPONSIBILTIES Patient Management Greet and orientate patients to the gym/hydro pool/allied health staff Secure patient valuables Make/change all appointments for patients Car parking vouchers for patients organised and explained to patients Escort patients when required Direct patients to reception for Business Office paperwork or accounts Medical Record Management Track medical records to your department Compile medical records Place discharged patients notes in the tub/pigeon hole on the day of discharge File results/correspondence received via mail into patient records Prepare medical record packs for the following week/day new admissions and print labels IBA Management Input/update fund check details / excess details Attach V5, NCF forms, referral and all other documents essential for billings Input bookings and confirm attendances Discharge all patients when they leave Print daily diary sheets Search patient/doctors details as required Clerical Duties Call/liaise with health funds to check patients cover related to outpatient rehabilitation Set up all patients treatment history for day Note how many treatments /sessions patient has had and if review with rehabilitation Physician or discharge is due or required Ensure National Claims form (NCF) is signed by every attending patient, every day Ensure National Claims form (NCF) is filled out accurately for each treatment received for that day Attach National Claims form (NCF) to IBA Liaise with admissions/billings /HIS as and when required St Vincent s Private Hospital Melbourne _ Allied Health Administration Assistant PD

3 Support the Allied Health Manager and Allied health staff by performing the allied health specific clerical duties as directed by the Allied Health Manager e.g. Page/call staff and log FMS requests; File forms/history Human Resources Display a friendly and helpful manner when dealing with customers and staff Acts as a preceptor for new staff, students and trainees Welcomes, assists and embraces new and junior staff to the unit Participates in annual performance appraisal and regular goal setting Demonstrates and ongoing commitment to Equal Opportunity Workplace Quality & Resource Management Demonstrates an awareness of cost implications of supplies and equipment Participate in one quality activity every 12 months Participate in Level 1 Care First meetings Professional Development Accountable for personal achievement of 100% competencies as per unit and organisational needs Learn and teach new skills Liaise closely with Manager to implement and progress own training and development Undertake a refresher course in privacy annually Familiarise yourself with SVPHM s Policies and HIS Procedure Manual annually Risk & Safety Management: Ensures the provision of a safe work environment, work practices and minimises risks to self, staff and patients. Maintains or exceed standards of infection control and WH&S Accountable for personal knowledge of policies and procedures in the areas of infection control and WH&S Ensures all work undertaken is within own capacity, experience and training and does not accept duties beyond own abilities or scope of practice. Takes immediate action to rectify any unsafe situations or acts, reporting all incidents and near misses according to hospital policy and procedure Strictly follows Minimal Lift Policy St Vincent s Private Hospital Melbourne _ Allied Health Administration Assistant PD

4 Appendix 1 INHERENT PHYSICAL REQUIREMENTS OF ROLE Allied Health Administration Assistant Location: East Melbourne Critical Job Demand descriptor % of time performed. Constant > 66% of the time. Frequent 34% 66% Occasional 5% - 33% Rare < 5% CRITICAL PHYSICAL JOB DEMANDS; Constant sitting for computer and telephone use Constant bilateral upper limb use for keying tasks Constant unilateral upper limb use for mouse operation / phone use / note taking Constant bilateral upper limb use to sort through paperwork for filing to operate fax and photocopier Constant standing Frequent lifting / carrying e.g. paperwork, patient files Frequent forward reaching to complete filing Frequent walking Frequent ascending / descending stairs ROLE DESCRIPTION The Allied Health Administration Assistant is responsible for being the first point of call for any allied health outpatients arriving to the department and managing the clerical administration of an out patient's episode of care. They are also required to assist the Allied Health Manager and Allied health staff in undertaking clerical functions for the department. The Allied Health Administration Assistant role is sedentary in nature and is based at a work station in Allied health Office / or a computer on wheels (COW) within the gym. The Allied Health Administration Assistant will be seated or standing when completing a combination of computer based and telephone based tasks with the opportunity to vary posture from sitting to standing when liaising face to face with patients, colleagues and the public, and completing filing of documents / operating the fax or photocopy machine. St Vincent s Private Hospital Melbourne _ Allied Health Administration Assistant PD

5 Employee Position Declaration I (Please write your full name) have chosen to accept the offer of employment at St Vincent s Private Hospital Melbourne. In accepting this offer I have read and understand fully the Position Description and Inherent Physical Requirements of the position. I confirm that I have provided St Vincent s Private Melbourne with true and correct and fulsome information; and to the best of my knowledge, have not withheld any information concerning my past or present state of health. I confirm that I have the physical ability to fulfil the inherent physical requirements of the position, and accept my role in fulfilling the Key Responsibility Areas. I understand that the information provided is a general outline and may not encompass every aspect of the position. I understand that if I provide any incorrect or misleading information, or there is any material omission, it may make me ineligible for employment, or if employed, liable to disciplinary action which may include dismissal. I also understand that this is separate to the Employment Contract that I will sign, outlining the terms and conditions of my employment. Signature Date St Vincent s Private Hospital Melbourne _ Allied Health Administration Assistant PD