POSITION DESCRIPTION Team Medical Secretary This position is not considered a children s worker under the Vulnerable Children Act 2014 or Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name:... Manager/Supervisor's Signature:... Document ID: Obtain from Objective Version: 1.0 Department: Name of Department Last Updated: dd/mm/yyyy Document Owner: Person s Title Next Review Date: dd/mm/yyyy Approved by: Name of Approval Group/Committee Date First Issued: dd/mm/yyyy Counties Manukau Health
Position description: Counties Manukau Health 2
PURPOSE OF THE POSITION This position is responsible for providing transcription and secretarial support for a medical team consisting of Consultants and Registrars within the designated service. PLACE IN THE ORGANISATION General Manager Central Clinical Services Service Manager Patient Information Team Leaders Clinical Transcription Service Service Manager(s) Surgical Services Team Medical Secretary Position description: Counties Manukau Health 3
NATURE AND SCOPE OF RESPONSIBILITIES NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability a) To provide a medical word processing service for the clinical staff Standards / Achievements All dictation to be transcribed according to the priorities set by the department. Letters and reports that have been prioritised by the clinical staff, are transcribed and available for signature on the day of dictation. All documents are approved/verified the clinical document management systems on the day they are checked/authorised by the clinical staff. All letters are mailed to referring doctors on the day they are signed by the clinical staff. The Job Instruction Sheet is up-dated whenever changes occur in the job, to ensure staff who are covering for staff absences have accurate information about your position. b) To provide secretarial support for the medical staff in the designated service a) Order/locate patient records/radiology films/blood tests as requested b) Co-ordinate the preparation for specialty weekly case conferences (if required by the service) c) Open, sort and distribute mail d) Telephone liaison with GPs, patients and other hospitals e) General liaison with other health professionals and IS staff f) Organise weekly medical team meetings (if required by the service) and complete any administrative tasks relating to these, g) Complete and distribute Theatre lists h) Co-ordinate the complication reviews i) Locating patient information from as requested j) Complete non-clinical administrative typing k) Assist other members of the secretarial/transcription team as directed by the team leaders l) Arrange/organise special meetings or teaching sessions when required. Position description: Counties Manukau Health 4
Key Accountability Standards / Achievements c) To contribute to the effectiveness of the Clinical Transcription Services. Work within the Vision and Values and Code of Conduct of CM Health at all times. Maintain professional standards with all aspects of the work, including communication with colleagues and quality of work practices. Assist with transcribing dictation or other tasks as requested by the Clinical Transcription Service management team. d) To contribute to the achievement of the goals of the Clinical Transcription Services: e) To maintain own professionalism and development needs by: HEALTH & SAFETY To recognise individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 Ensuring information is exchanged appropriately Participating in regular team meetings and contributing to new ideas to maximise the customer satisfaction with the service Participating in ongoing education Identifying own learning needs Cm Health, Health and Safety policies are read and understood and relevant procedures applied to own work activities Workplace hazards are identified and reported including selfmanagement of hazards where appropriate Can identify health and Safety representative for area. CULTURAL SAFETY Commitment to the principles of Treaty of Waitangi Honouring Cultural Diversity Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrate an ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, PIMS, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. Position description: Counties Manukau Health 5
COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of CMDHB staff members Externally there will be contact with: GPs and doctors and other hospitals Patients/families General Practitioners Staff from other hospitals. Will be required to interact on a regular basis with a range of CM Health staff members Team Leader, Clinical Transcription Service Service Manager, Patient Information Service Manager of the designated service Clinical Head of the designated service Transcription Service staff Clinical Records staff Radiology Service staff Schedulers and Patient Care Assistants at SuperClinic Other CM Health staff 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. 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. Position description: Counties Manukau Health 6
PROBLEM COMPLEXITY Will be regularly challenged by a range of secretarial and transcription tasks. There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality service. There will be demands to meet deadlines, maintain accuracy and quality of information. Failure to do so could impact on the organisation because patient information will not be available to the clinical staff or GPs within the designated timeframe, Will refer to the Clinical Transcription Service Team Leaders for advice or second opinion. SCOPE FOR ACTION Discretion is required to be exercised in releasing confidential information to the appropriate parties. DIMENSION OF THE POSITION Will be responsible to the Clinical Transcription Service Team Leaders for the achievement of agreed objectives and operates within the confines of Counties Manukau District Health Board. POSITIONS REPORTING Nil PERSON SPECIFICATIONS Education: Experience/knowledge: Specific skills: Personal Qualities: Minimum Completed secondary education to UE/6 th Form Certificate level (or equivalent) with an emphasis on English. Dictaphone typing experience Previous word processing experience of more than two years. Excellent command of the English language. Word processing using Microsoft Word Minimum dictaphone typing speed of 55 wpm Excellent written and verbal communication skills Ability to organise and prioritise workload. Ability to work independently. Ability to use initiative. Ability to be flexible. Team player. Friendly, courteous. Professional approach to work. Willing to learn and take on new tasks. Preferred Completed tertiary courses relevant to the position. Hospital-based medical transcription or secretarial experience Previous secretarial experience. Excellent English language skills to editing grammar etc. Knowledge of Miscrosoft Office software packages. Position description: Counties Manukau Health 7
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 Engage in safe workplace practices and take care of the health and safety of themselves, other employees and people in the workplace Risk Management Safety Management System Requirements Work Safely 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 8