Date: March 2019 Department Location Reporting To Theatre Clerk Theatres & PACU, Elective Surgery Centre Elective Surgery Centre, Waitemata Theatre Manager for operational and professional conduct, performance objectives, educational and learning requirements, and clerical service. Associate Clinical Charge Nurse Managers during the shift and in the absence of the Theatre Manager for operational matters Direct Reports NIL Functional Relationships with Consumers and consumer families ESC Manager ESC Theater Manager Cullen Ward/ Outpatients CNM CSSD Supervisor Medical and Nursing Staff Health Care Assistants Booking and Scheduling Clerks (all specialties delivered in ESC) WDHB IT Department NSH Clinical Records WDHB Telephonists Provide receptionist/clerical duties and support to theatres, PACU and CSSD within ESC Facilitate a welcoming environment for patients and their families and treat patients as first prior Manage theatre lists and patient information in an efficient and timely manner that ensures that information is available to health care providers as appropriate Ensures that the privacy of the individual is maintained Participate in quality improvements through the collection and collation of unit statistics Waitemata District Health Board -JOB DESCRIPTION - Page 1
Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of best care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Purpose of the role : Waitemata District Health Board -JOB DESCRIPTION - Page 2
KEY TASKS EXPECTED OUTCOMES Customer Service Expected Outcomes The department and staff philosophy is customer focused and reflects the values of Waitemata DHB. Demonstrates good interpersonal relationships in coordination of information with patients and their families. Good relationships are evident with other departments and support staff. Telephone calls are answered promptly and courteously, identifying unit and role at all times. All callers receive a positive and professional interaction with the organisation. Enquiries from patients, families, visitors and other staff dealt with sympathetically, referring them to the appropriate personnel. Messages are received and relayed in a timely manner. Service provision demonstrates awareness of Treaty of Waitangi obligations, and shows sensitivity to the cultural complexity within the workforce and patient population. Information regarding patients is available to authorized personnel only, as required by the Health Information Privacy Code 1994. Management of Patient Information Emergency admissions to the perioperative department are processed immediately, with resuscitation and monitoring patients being given priority. Ensure that clinical records are made available as requested by authorized personnel. Administrative Duties Collaborates with booking and scheduling, collates and manages theatre lists Distribute theatre lists within theatre complex (theatre / PACU / / reception / whiteboard) and ward General office duties, filing, photocopying and facsimile transmission in a timely manner Liaise with the ACCNs and other appropriate departments to arrange acute booking admissions- returns to theatres Email is accessed daily and actioned as Waitemata District Health Board -JOB DESCRIPTION - Page 3
KEY TASKS EXPECTED OUTCOMES appropriate. Execute computer skills as required for the Patient Management system (PMS), including the ordering of patient labels Orders and maintains the storage of stationery for the PACU / Theatre /Preadmission (those items not on imprest) Receives, sorts out, and redistribute of mail for theatres/pacu Ensure office equipment is functioning efficiently for the use of authorised staff. Replace and refill paper, cartridges etc. In consultation with the Theatre Manager, liaise with DHB services and other health providers to ensure patient information flow is managed seamlessly, with the minimum of inconvenience for the patient. Duties and responsibilities may be amended from time to time either by additional, deletion or straight changes by the Theatre Manager to meet any new working requirements, however this will only be done in consultation with the employee. Quality Work practices are accurate, efficient and timely. Actively looks for ways to collaborate with and assist others; responds appropriately to peoples needs with effective results. Ensure knowledge of relevant computer applications is up to date. Shares knowledge and skills with new staff. Has a positive attitude to change and uses initiatives towards delegated duties. Is flexible in providing supporting to ensure shifts are covered. Proactively follows up on own development needs and learning opportunity. Attends or engages in education sessions as required by the service. Identifies opportunities for innovation and improvement. Carry out work practices which meet the requirements of the WDHB, Ministry of Health, Health & Disability Commission, ACC and other statutory bodies. Commitment to Healthcare improvement. Waitemata District Health Board -JOB DESCRIPTION - Page 4
KEY TASKS EXPECTED OUTCOMES Equalities And Treaty of Waitangi Ensures that services are continuously improving the equality with which impact healthcare outcomes. Specifically ensures that outcomes are equal regardless of race, age, and domicile or socioeconomic status. Ensures the professional and political integrity of WDHB by carrying out all functions in compliance with the Treaty of Waitangi and by demonstrating a serious commitment to keeping the Treaty alive. Compliance and Health & Safety Requirements Responsibility is understood for Workplace Health and Safety under the Health and Safety in Employment Act 1992. Company health and safety policies are read and understood and relevant procedures applied to own work activities. Workplace hazards are identified and reported, including self management of hazards where appropriate. Promote an environment of physical, occupational, cultural, ethical and legal safety Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the Treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population Waitemata District Health Board -JOB DESCRIPTION - Page 5
PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification Intermediate computer skills( Word, Excel) Previous data entry experience Previous health-related work experience Previous experience in a clerical role Experience Experience working in a multi-disciplinary team Skills/Knowledge/Behaviour Waitemata District Health Board -JOB DESCRIPTION - Page 6
Waitemata District Health Board -JOB DESCRIPTION - Page 7