POSITION DESCRIPTION SMO - Histopathology Please delete whichever statement is untrue This position is not considered a children s worker under the Vulnerable Children Act 2014 Date Produced/Reviewed: 05/07/2017 Position Holder's Name: [Enter Position Holders Name Here] Position Holder's Signature:... Manager/Supervisor's Name: [Enter Manager's Name Here] Manager/Supervisor's Signature:... Date:... Document ID: HISTp033 Version: 01 Title: JD - Histopathology SMO Current Issue Date: 05/07/2017 Document Owner: Charge Scientist - Histology Number of hard copy: of Approved by: Clinical Head of Department - Histology Page number: Page 1 of 1 Counties Manukau Health - Laboratory Services
Position description: Counties Manukau Health 2
PURPOSE OF THE POSITION This position is responsible for providing a rapid and accurate examination and reporting service, within protocols and service guidelines, of histopathology laboratory specimens. Further interpretation of these specimens may then be required in order to provide a clinical opinion for use by clinicians in diagnosis and case management. This may take the form of presentation of case material at multidisciplinary clinical meetings in conjunction with clinicians. Position description: Counties Manukau Health 3
PLACE IN THE ORGANISATION Chief Medical Officer General Manager, Central Clinical Services Clinical Director, Laboratory Service Manager, Laboratory Service Manager, IT Operations Manager Éclair Database Administrator IT Coordinator Quality Manager Point of Care Coordinator Admin Coordinator Clinical Head, Histology Histopathologists, Registrars Charge Scientist Histology Second in Charge Supervisor, Cutup Technical Specialist Non-Gynae Cytology Technical Specialist Routine and Special stains Technical Specialist Immunohistochemistry Relationship key: Reporting ---------------------- Functional - - - - - - - - - - - - Management & Support within the Lab Department structure Registered staff: Senior Scientist; Scientists, Technicians; Designated QA, Documentation, Health & Safety Non-Registered Staff: Trainee Technician; Lab Assistant Management outside the Lab Position description: Counties Manukau Health 4
NATURE AND SCOPE OF RESPONSIBILITIES Key Accountabilities Standards / Achievements Routine Activities 1. Laboratory sessions - routine surgical "cut-up": Activities included/associated with these sessions: undertaking reading and research on specific cases consulting with clinicians reviewing case notes cytopathology referring specific cases to colleagues for opinions correspondence in respect of referrals supervision of trainees, and teaching in benchwork snomed coding planning, organising consumables, preparation associated administration, correspondence, etc release of human tissue to relatives in a manner appropriate to the culture of the family. Successful performance is measured by meeting relevant key performance indicators from the Pathology Service business plan, and including; turnaround times (current targets of 90% reported within 4 working days, and 100% within 5 working days (except where delayed by special techniques), assuming equipment and systems/support staff functionality and availability) accuracy of reporting (as assessed from time to time by audit or peer review) satisfaction of users of service During a tissue specimen management and preparation session, the primary responsibility will be to describe, take representative samples from, and examine the resultant sections of tissue specimens coming to the laboratory, in order to provide a clinical opinion for use by clinicians in diagnosis and case management. When undertaking these sessions, the Histopathologist is accountable for providing a rapid and accurate examination and reporting service, within protocols and service guidelines. This includes; registration of specimens/biopsies from hospital dictating a physical description (macroscopic), and reviewing typed report taking representative samples for "slide" preparation examining resulting slides, reviewing previous histology and history, and reporting current histology Position description: Counties Manukau Health 5
Key Accountabilities Standards / Achievements requesting additional special techniques for further examination where necessary taking representative samples for "slide" preparation, photography, enzyme histochemistry, immuno-histochemistry, electromicroscopy, specimens X-rays, etc. The consultant will also be accountable for the Laboratory results produced in the department, and for their interpretation within the department, or for effective supervision of same by other staff. 2. Laboratory sessions - urgent and non-routine tissue specimens Timing of preparation, examination and reporting on urgent and non-routine tissue specimens is dependent upon the particular circumstances, and other activities being undertaken at the time. Generally such work will be undertaken in the afternoon, if it can be deferred for a short time, or alternatively routine "cut-ups" will be deferred to allow for urgent specimens. successful performance is measured by meeting relevant key performance indicators from the medical service business plan, and including; turnaround times (as specified above for the provision of at least an interim report) accuracy of reporting (as assessed from time to time by audit or peer review) satisfaction of users of service Activities included/associated with these sessions: undertaking reading and research on specific cases consulting with clinicians reviewing case notes referring specific cases to colleagues for opinions correspondence in respect of referrals supervision of trainees, and teaching in benchwork snomed coding planning, organising consumables, preparation associated administration, correspondence, etc release of human tissue to relatives in a manner appropriate to the culture of the family. During a tissue specimen management and preparation session, the primary responsibility will be to describe, take representative samples from, and examine the resultant sections of tissue specimens Position description: Counties Manukau Health 6
Key Accountabilities Standards / Achievements coming to the laboratory, in order to provide a clinical opinion for use by clinicians in diagnosis and case management. When undertaking these sessions, the Histopathologist is accountable for providing a rapid and accurate examination and reporting service, within protocols and service guidelines. This includes; registration of specimens/biopsies on arrival dictating a physical description (macroscopic), and reviewing typed report taking representative samples for "slide" preparation, photography, enzyme histochemistry, immuno-histochemistry, electromicroscopy, specimens X-rays, etc. examining resulting slides and report formats, reviewing previous histology and history, and reporting current histology requesting additional special techniques for further examination where necessary The consultant will also be accountable for the Laboratory results produced in the department, and for their interpretation within the department, or for effective supervision of same by other staff. 3. Autopsies (the time component with these is allowed for in the Routine sessions 1 & 2 above) Autopsies are conducted on request, and fitted around other routine activities as time allows. Generally autopsies will be undertaken in the morning by arrangement with the referring clinician, depending upon other priorities. For reasons of cultural protocols, timing of autopsies and follow-up procedures can on occasions be outside of these or normal hours/time-frames. successful performance is measured by meeting relevant key performance indicators from the medical service business plan, and including; turnaround times (interim reports of the macroscopic findings within the day, but full reports may take up to 30 days) satisfaction of users of service Activities included/associated with these sessions includes: release of human tissue to relatives in a manner appropriate to the culture of the family. undertaking reading and research on Position description: Counties Manukau Health 7
Key Accountabilities Standards / Achievements specific cases consulting with clinicians reviewing case notes referring specific cases to colleagues for opinions correspondence in respect of referrals supervision of trainees, and teaching in benchwork snomed coding planning, organising consumables, preparation associated administration, correspondence, etc During these sessions, the primary responsibility will be to describe, take representative samples from, and examine the resultant sections of tissue specimens coming to the laboratory, in order to provide a clinical opinion of disease process present in the body, for reasons of providing quality assurance feedback. When undertaking these sessions, the Histopathologist is accountable for providing a timely and accurate examination and reporting service, within protocols and service guidelines. This includes; registration of body on arrival dictating a physical description macroscopic), and reviewing typed report taking representative samples for "slide" preparation, photography, enzyme histochemistry, immuno-histochemistry, electromicroscopy, specimens X-rays, etc. examining resulting slides and report formats, reviewing previous histology and history, and reporting current histology requesting additional special techniques for further examination where necessary maintaining and providing health statistics to the appropriate statutory authority. 4. Other Duties (including meetings, co-ordination and liaison activities) During the following liaison and co-ordination Position description: Counties Manukau Health 8
Key Accountabilities Standards / Achievements activities, the consultant is primarily responsible for facilitating these activities through effective participation. The consultant is accountable for regular and timely attendance at all such scheduled activities, full participation in these, and effective use of the time available. This may be subject to increasing numbers and types of specimens for testing. Activities included within this section include: attendance at various clinical and clinico-path meetings as listed in current time-table. Eg Division of Laboratory Services business meeting (monthly) and other ad hoc business meetings as required; the following monthly meetings o Colorectal Oncology, weekly; o Gastrointestinal, weekly; o Breast, weekly; o Breast Screen Counties Manukau, weekly; o Endocrine Surgical, monthly; o Colposcopy, monthly; o Perinatal Mortality /Morbidity, monthly o Gynae Oncology Regional meeting via videoconference, weekly; o Upper GI Surgical via videoconference, weekly; o Musculoskeletal Tumour Unit, fortnightly; o Bone and Soft Tissue Sarcoma Radiology Review, weekly; o Plastic Surgery Skin Cancer, fortnightly; o Dermatopathology, fortnightly o ORL/ENT, monthly o Auckland Regional Head and Neck, at APH weekly; o Neuroendocrine Tumour Review, weekly. personal literature review participation in international, national and local organisations dedicated to education and maintenance of standards within pathology administrative tasks not directly associated with laboratory sessions, including provision of Cancer Registry data. participation in peer review and clinical audit programs (Note the provision of two weeks paid time per annum for quality assurance activities) attendance at New Zealand / Australian CME Position description: Counties Manukau Health 9
Key Accountabilities Standards / Achievements meetings at least once per annum, and at regional / international CME meetings at least once every three years. (Note the provision of CME leave and financial support for CME activities) Call Back Activities Autopsies Roster The consultant is required to participate in a Saturday morning and Public Holiday roster for autopsies, on an on-call basis. The person on-call phones to establish any requests for the service. If required, they arrange to perform the autopsy that morning. Where autopsies are required, this generally involves work from 9.30 to 12.00 midday. The frequency of autopsies as required is sporadic, averaging less than one per month. General Provisions Support Services Laboratory equipment will be supplied by the company to standards agreed by the Clinical Board, and will be maintained to that standard. Laboratory facilities will be equipped to at least the standards determined by the Clinical Board. Information support systems will be supplied by the company to the standards agreed with users as appropriate, within the framework of the Information Technology Strategic Plan. Support Staff Staffing levels for support staff will be planned and determined by the Business Manager - Pathology Services in consultation with the Clinical Head and Group Clinical Director, and in accordance with standards and safety levels agreed by the Clinical Board. (It is acknowledged that South Auckland Health intends undertaking an accreditation programme to provide a framework for determining appropriate standards and safety levels.) This is with particular reference to: technical staff to facilitate processing of all procedures junior medical staff coverage of evenings and Position description: Counties Manukau Health 10
Key Accountabilities Standards / Achievements weekends, and nights to ensure safe practices appropriate administrative and secretarial support Locums The histopathologists agree to provide internal cover for colleagues absent during periods of annual leave and study leave that do not exceed in any one year the aggregated annual entitlements under the Core Conditions Agreement. For other extended periods of leave, including parental leave, sick leave and sabbatical leave the employer will take all reasonable steps to provide locum cover from outside the service. Histopathologists will actively assist in finding such cover. If the services of external locum(s) cannot be secured, reasonable additional payments shall be negotiated and paid to affected employees in recognition of their additional workload, stress and responsibilities. Cultural Safety & Diversity Commitment to the principles of Treaty of Waitangi Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Honouring Diversity Our differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrate ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, i.pm, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. Position description: Counties Manukau Health 11
COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of Counties Manukau Health staff members including: General Manager, Central Clinical Services Clinical Head Histopathology Service Manager, Laboratory Operations Manager, Laboratory Charge Scientist, Histopathology Histopathology Registrars Senior and Junior Medical Officers Laboratory staff Secretarial staff Various other advisory and support staff Externally there will be contact with: Medical Council Other statutory authorities Clinical Training Agency Colleges HDC, ACC, MoH ARRMOS 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 issues while working as a histopathologist. There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. The range of problems will be diverse and require solutions customised to meet the circumstances of the client. Therefore opportunities will arise to provide innovative options to the client based on proven outcomes. 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 the quality of the Histopathology Service. Will refer to histopathologist colleagues for advice or second opinion. SCOPE OF PRACTICE Histopathology Position description: Counties Manukau Health 12
DIMENSION OF THE POSITION Will be responsible to the Clinical Head, Histopathology Laboratory for the achievement of agreed objectives and operates within the confines of CM Health. PERSON SPECIFICATIONS (requirements for the role) Minimum Preferred Qualifications FRCPA or an equivalent specialist qualification Vocational registration with the New Zealand Medical Council A current Annual Practicing Certificate with NZMC Experience (including years) 5 years training as a histopathology registrar Skills/Knowledge/ Behaviour Ability to work well within a team Sound knowledge within the Histopathology discipline Ability to prioritise work Ability to manage work load Operational knowledge of medical Histology laboratory including the application of ISO 15189 standards and good Laboratory Practice The ability to champion quality processes and outcomes Personal Qualities Sets high standards and strives to achieve goals Displays drive and energy Is receptive and capable of leading change Can perform under pressure and achieves targets Thinks creatively to deliver solutions Professional maturity, good interpersonal skills especially positive communication/ negotiation skills Position description: Counties Manukau Health 13
Constantly strives to build knowledge and skills Demonstrated leadership ability including: Motivational ability, Team building and Objective & goal setting Achievement oriented Ability to work collaboratively within a multidisciplinary team Acts with integrity Remains focused and professional in difficult circumstances Position description: Counties Manukau Health 14
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 Risk Management Safety Management System Requirements Work Safely Engage in safe workplace practices and take care of the health and safety of themselves, other employees and people in the workplace 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 15