Date: September 2014 Job Title : Cardiology Procedures Department : Cardiology Location : North Shore Hospital (NSH) Reporting To : Senior, Cardiology Procedures Direct Reports : Not Applicable Functional Relationships with : Internal Other Administration Staff Cardiac Physiology staff Sonographers Medical and Nursing staff Clinical Records Staff External Patients and their families GP s External medical staff Other Health Care Providers Purpose : To carry out the role of administrator, booking appointments, scheduling and organizing clinics. Assist with managing waiting lists and to contribute effectively to a positive experience for the patients in the WDHB healthcare setting. Cardiology Operations Manager WDHB Cardiology Procedures Senior Administration Clerk Cardiology Procedures Administration Staff, Lakeview Cardiology Administration Staff Nursing Staff Medical Staff Allied Health Support Services Cleaning Linen Procurement Spotless Cleaning and Orderly Taylor's Linen Service Sterile Supplies Unit Waitemata District Health Board -JOB DESCRIPTION - Page 1
KEY TASKS Cardiology Procedures Reception & scheduling Waiting List Management Outpatient/Inpatient Appointment Management EXPECTED OUTCOMES Acts as point of contact for general Cardiology Procedures enquiries i.e. receives visitors and receives phone calls relevant to the department. Records or passes information and messages on to Cardiology Procedures staff in an effective and timely manner. Encourages and practices a team ethic in the workplace. Communicates effectively with team members. Applies a positive attitude in the workplace. Ensures own work area is maintained in a clean and tidy manner. Works with the Cardiology Procedures Coordinator to put contingency plans in place to cover unplanned leave or times when workload exceeds expectations e.g. accessing external resource cover and/or arranging with other disciplines in the Hospital area to assist and or cover. Ensures all clinic files are prepared in a timely manner, up to date and reflective of the processes and procedures described. Attends regular meetings with Cardiology Procedures team Liaises with the cardiologists, nursing team, sonographers and Cardiac Physiology Team to ensure Referrals are entered under appropriate priorities. Ensures patient information is accurately recorded. Ensures Cardiology Procedures waiting list data is regularly updated and time available is utilized. Ensures referral enquiries are responded to in a timely manner Manages an efficient and accurate filing system for referrals making good use of the electronic systems available to minimize paper storage. Liaises with Cardiac Physiology, sonographer and Nursing staff to enable maximum procedures to occur according to demand and clinic availability. Generates new Patient Appointments using Referral, PIMS and prioritization information. Generates and posts written appointments and instructions to Patients as required Verbal instructions are given to patients as required Appointments are confirmed, rescheduled or cancelled as appropriate and DNA s are managed as per WDHB policy. An efficient and effective filing system is maintained for all paper and electronic copies of documents. Waitemata District Health Board -JOB DESCRIPTION - Page 2
KEY TASKS Use of WDHB Patient Information Management System (PIMS), Concerto and Cardiovascular and Diabetes Information System (CVDIS) Client Interface Personal and Professional Development Statutory & Treaty of Waitangi obligations To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 EXPECTED OUTCOMES Accesses resources to gain efficiency with the electronic systems used in Cardiology Procedures. Attends any system update programs or courses as advised by the Cardiology Procedures Coordinator. Ensures patient information is recorded accurately and quality assurance measures are in place to identify errors. Assists Cardiology Procedures staff in accessing and using patient information electronic systems. Responds professionally, appropriately and with courtesy in all client interface situations including telephone and face to face communications. Ensures patient privacy and confidentiality are maintained in all interactions. Responds to patient requests for assistance and information or refer to appropriate Physiology, Nursing or technical staff. Ensures own professional development continues. Works with the Cardiology Procedures Senior Administrator to develop a professional development plan which may or may not include some personal development courses. 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 Company health and safety policies are read and understood and relevant procedures applied to their own work activities. Workplace hazards are identified and reported, including self-management of hazards where appropriate Can identify health and safety representative for the Cardiology Procedures area. Waitemata District Health Board -JOB DESCRIPTION - Page 3
Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Behavioural Competencies Communicates and Works Cooperatively Behaviour Demonstrated Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Proactively follows up development needs and learning opportunities for oneself and direct reports. Is Transparent Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Is Customer Focused Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in Partnership to Works in a way that: Reduce Inequality in Outcomes Demonstrates awareness of partnership obligations under the Treaty of Waitangi. Shows sensitivity to cultural complexity in the workforce and patient population. Ensures service provision that does not vary because of peoples personal characteristics. Improves health Work practices show a concern for the promotion of health and well-being for self and others. Prevents Harm Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board -JOB DESCRIPTION - Page 4
PERSON SPECIFICATION POSITION TITLE: Cardiology Procedures Minimum Preferred Qualification Equivalent to School Certificate (NCEA 1) Tertiary qualification in administration or a health related field Experience Experience in a health care provider environment Demonstrated computer literacy with a minimum of intermediate skill level in MS Office applications. An aptitude and willingness to learn new information technology processes Previous experience in a health care administration role Previous experience with PiMS and Concerto applications An understanding of a paper lite office environment Experience working in a multidisciplinary team environment. Skills/Knowledge/Behaviour A good command of the English language Able to communicate effectively both orally and written Displays a positive attitude at all times Ability to work to deadlines Excellent interpersonal skills Ability to work under pressure without supervision Understands and respects the needs of different cultures and ethnicities Shows ability to apply learning in practical applications. Understands the expectations around the hours of work. Waitemata District Health Board -JOB DESCRIPTION - Page 5