Date: October 2016 Job Title : Clinical Coding and Records Manager Department : Health Information Group Location : Level 1, 3 Mary-Poynton Reporting To : CIO Direct Reports : Clinical Records and Clinical Coding Team Leaders Quality and Audit Leads in Clinical Records and Clinical Coding Teams Functional Relationships with : Internal IS Clinical Change Manager Health Informatics Manager Clinical Coding Team Leader Institute of Innovation and Improvement Corporate Records Manager Patient Service Centre Clinical Directors Provider Arm General Managers and Operations Managers Planning & Funding Team Professional Leaders External Ministry of Health NRA (Northern Regional Agency) Health Alliance Other DHBs and employers 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. Waitemata District Health Board -JOB DESCRIPTION - Page 1
Purpose of the role : The purpose of the Health Information Group is to improve the lives of clinicians and patients through improved access to information. The purpose of the Clinical Coding and Records Manager is to provide strategic and operational leadership to the Clinical Records and Clinical Coding Teams. This role is accountable for reducing reliance on the paper health record. Functional scope of role : Clinical Records & Clinical Coding Strategy Reducing reliance on paper health record and paper record processes. Clinical Coding and Clinical Records Service Delivery The CIO is assisted in development of long range strategies and business plans, through wide engagement across professional groups. Strategic planning sessions are held to determine the most effective and efficient systems for clinical records service delivery and clinical coding. Surveys or audits are undertaken to support development. Leadership of Paper-Lite project. All key stakeholders are engaged in design of new processes to reduce reliance on the physical paper record or Clinical Records preparation, while managing organisational risk. Opportunities to reduce reliance on movement of paper record, such as increasing availability of electronic clinical information, in Clinical Coding are realised. Completion of CRD Quality Improvement Programme aimed to streamline CRD processes. Leadership, support and coordination of teams to ensure that national, regional and DHB KPIs relating to Clinical Records and Clinical Coding are met. Oversight of clinical coding and clinical records processes and process documentation ensures efficiency and standardisation of practice within and between the teams. Appropriate clinical forms are supplied from the Clinical Records service to Clinical Coding to ensure the smooth delivery of service. Management of coding classification and related system upgrades to ensure systems are fully tested and implemented on time so as not to adversely impact the coding throughput. Changes to the ipm data to meet clinical coding requirements are managed. Relevant reporting needs for Clinical Records and Clinical Coding teams are identified and reports developed with the Health Intelligence Team. Waitemata District Health Board -JOB DESCRIPTION - Page 2
A workforce development strategy for the Clinical Records and Clinical Coding teams is developed and implemented. Financial Management Efficient financial performance of the services through appropriate use of resources Services are delivered within agreed budget targets Capital and operating expenditure is managed effectively, following organizational processes. Human Resource Management Professional development is encouraged with the aim of aligning employee aspirations with organisational strategic objectives and retaining valued staff. Changes within the service are managed effectively and meet stated objectives. Performance issues are managed promptly and effectively in accordance with Waitemata DHB HR policies and procedures. Performance standards are agreed in consultation with staff and are measurable. Annual Performance Reviews are conducted with staff. Teamwork and empowerment are evident. Requests for resource are prioritised effectively. Other work As directed by the CIO Statutory & Treaty of Waitangi obligations To recognise individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 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 Contribute to a safe and healthy workplace at WDHB by: All Level Managers Following, implementing, monitoring & ensuring compliance with all H&S policies & processes Timely escalation of issues to Risk Register as required Planning, organising & managing H&S activities directed at preventing harm & promoting wellbeing in the workplace Ensuring a safe working environment & safe working practices through the Safe Way of Working H&S system Early and accurate reporting of incidents at work and raising issues of concern when identified. Contribute to a safe and healthy workplace at WDHB by: All Employees Following & complying with H&S policies & processes & applying them to their own work activities, including using/wearing Personal Waitemata District Health Board -JOB DESCRIPTION - Page 3
Protective Equipment as required. Participating in activities directed at preventing harm & promoting well-being in the workplace Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work and raising issues of concern when identified. PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification A degree qualification Tertiary qualification in health or health informaticsrelated areas. Experience Previous experience in managing a health support service in a medium/ large organisation Previous experience in health information management Experience in managing Clinical Records and Clinical Coding Team. Experience in moving from a paper to electronic record Understanding of the tenets of clinical coding and clinical records Skills/Knowledge/Behaviour Maturity Common sense Systematic Able to plan ahead, work to a programme and achieve goals within set timeframes Practical & pragmatic Focussed Results driven Waitemata District Health Board -JOB DESCRIPTION - Page 4
Sense of humour Effective relationship management Patient centric Waitemata District Health Board -JOB DESCRIPTION - Page 5