Standard Operating Procedure Recruitment of Senior Medical and Dental Practitioners

Transcription

1 DGD Standard Operating Procedure Recruitment of Senior Medical and Dental Practitioners Purpose The purpose of this Standard Operating Procedure (SOP) is to support the recruitment of senior medical and dental practitioners (SMDPs) to the ACT Government Health Directorate (HD) through the provision of a set of standardised procedures for the recruitment process. The step-by-step procedures outlined in this SOP are underpinned by contemporary best practice recruitment for SMDPs. By following the process from start to finish, outcomes will result in the recruitment of fully qualified and competent SMDPs who are able to deliver safe, high quality and responsive services to the ACT community. Scope This SOP applies to staff involved in the recruitment of SMDPs in ACT public health care facilities operated by either the HD or Calvary Health Care ACT (Calvary). The SOP relates to all appointments, whether permanent, fixed term contract, honorary or locum. This SOP does not apply to doctors working as an intern, resident medical officer, registrar, senior registrar, career medical officer (CMO) or Fellow. It should be noted that in the SMDP recruitment process the following administrative units are involved: Shared Services (ACT Government wide); HD People Strategy and Services Branch (PSSB); Calvary Health Care ACT, Medical Administration Unit; HD Medical and Dental Professional Standards Unit (MDPSU); and HD Medical and Dental Appointments Advisory Committee (MDAAC). Procedures The procedures for the selection and appointment of SMDPs will ensure that the selection of SMDPs will be in accordance with the Public Sector Management Act 1994 (the PSM Act), Public Sector Management Standards, HD Enterprise Agreements, and HD and Calvary Policy. All recruitment including permanent vacancies, Higher Duties/Temporary Transfers and Temporary/Casual Employment Contracts are to be processed through the erecruitment and Shared Services Recruitment Services (Recruitment Services). An exception to this is the Doc Number Version Issued Review Date Area Responsible Page DGD Oct 2012 Oct 2015 MDPSU 1 of 5

2 DGD recruitment of SMDPs to Calvary Hospital without appointment in the HD. For these appointments advertising and selection is managed by the Calvary Medical Administration Unit. Instructions and fact sheets can be found at erecruitment on Health Directorate Intranet Step 1. Recruitment Preparation To comply with the ACTPS requirement, approval must be obtained prior to commencing a recruitment process. The relevant Executive Director (ED) must confirm that funding is available for the position, either through a funded vacancy on the staff establishment, or through funding availability to establish a contract for Visiting Medical or Dental Officer (VMO or VDO), Locum, Honorary or Staff Specialist. To comply with ACTPS requirements, the duty statement and selection criteria and advertisement must be reviewed or developed and agreed by the ED. Elements to be considered include: VMO/Staff Specialist category; speciality and required scope of clinical practice; function; scope; duties; responsibilities and reporting lines. The close association of the HD with the ANU Medical School requires a robust Clinical Conjoint Appointment Process. All advertisements are to include mention of the Offer of a Conjoint Appointment commensurate with the applicant s qualifications and experience (See Attachment 1 to this SOP for an outline of agreement between HD and ANU). To comply with the ACTPS requirement, recruitment processes are managed by Recruitment Services. A requisition should preferably be completed in the erecruitment system. Alternatively, the ACTPS Request to Advertise Position form, together with the approved text of any advertisement, the approved duty statement and selection criteria, and the form Health Directorate Medical & Dental Application for Appointment & Scope of Clinical Practice (see Attachment 2) may be forwarded to Recruitment Services. The Recruitment Services deadline for receipt of the recruitment package is COB Friday the week prior to publication in the ACTPS Gazette or the press (i.e. 6 working days). Recruitment Services will advertise the position in standard advertising media, including the Gazette (ACT Government Jobs website Staff Bulletin and newspaper/s (if requested). Step 2. Receipt of Applications Applications received by Recruitment Services will be forwarded by to the nominated contact officer within 5 working days after the close of applications, together with: link to the Shared Services Recruitment Selection Package; instructions for Selection Advisory Committees; schedule of applicants; and other documentation relevant to the selection process. Doc Number Version Issued Review Date Area Responsible Page DGD Oct 2012 Oct 2015 MDPSU 2 of 5

3 DGD Step 3. Assessment and Selection To meet ACTPS recruitment requirements, the hiring manager will establish a Selection Advisory Committee (SAC) which, for SMDPs, must include: The Clinical Director of relevant Division (who will attend MDAAC to provide the panel s recommendation on appointment(s)); At least one SMDP who practices in the relevant field and without a conflict of interest; A member of MDAAC; and One HR representative from the Health Directorate or Calvary Public Hospital Note: For Clinical Director appointments a representative of the relevant College must be a member of the selection committee. The function of Clinical Director will be assigned on a merit selection basis for a specified period of time. The SAC must: short-list applicants for interview/assessment; schedule interviews; agree on appropriate interview questions, scenarios or tasks; and engage a scribe (where required). The SAC conducts a merit based selection process, according to ACTPS recruitment requirements. Following interviews, the SAC Chair completes a Recruitment Selection Advisory Committee Report (the Report), including individual and comparative assessments of all interviewed candidates. The completed Report is submitted to the delegate (defined by the PSM Act) for approval. Note: No offer of employment must be made to an applicant until the decision- maker has approved a scope of clinical practice for the prospective employee (see Step 4 below). Step 4. Credentialing and Defining of Scope of Clinical Practice Following approval by the delegate, the Report is submitted to the Medical and Dental Appointments Advisory Committee (MDAAC) which completes the credentialing of the recommended applicant and makes a recommendation to the decision-maker (defined by the Health Act) regarding the applicant s scope of clinical practice (See Standard Operating Procedure: Credentialing and Defining the Scope of Clinical Practice for Senior Medical and Dental Practitioners). The MDAAC Terms of Reference are at Attachment 3. Step 5. Appointment and Engagement Following approval by the decision-maker, MDAAC notifies the Executive Director of the relevant clinical service of the decision and that the Report may be forwarded to Recruitment Services. The Executive Director of the relevant clinical service may now make a verbal offer of employment to the successful applicant. Doc Number Version Issued Review Date Area Responsible Page DGD Oct 2012 Oct 2015 MDPSU 3 of 5

4 DGD Recruitment Services will manage the process of sending a formal offer of employment and associated documentation to the successful applicant. Recruitment Services will also send letters to unsuccessful applicants who were interviewed. Further information: All relevant forms and fact sheets are available online from the Shared Services Customer Service Portal Recruitment in the ACT Public Service publication, available from CMCD Governance Division website Directorate/agency specific recruitment policies/guidelines. Evaluation Outcome Measures 100% of SMDP appointments comply with the process outlined in this SOP. Method The Director of MDPSU will establish and implement a suite of Key Performance Indicators agreed by the DD-G, Strategy & Corporate. In addition there will be an annual Evaluation Report of MDAAC performance and outcomes. Related Legislation, Policies and Standards Legislation Health Act 1993 (ACT) Discrimination Act 1991 Public Sector Management Act (1994) Health Practitioner Regulation National Law 2010 (ACT) ACT Public Sector Management Standards 2006 Standards Australian Council on Healthcare Standards Evaluation and Quality Improvement Program (EQuIP 5) CanMEDS 2005 Physician Competency Framework Public Sector Management Standards 2006 Related Policies Health Directorate Area of Need - Vacant Medical Positions - Public and Private Sector (GPs Excluded) Policy and Procedures Health Directorate Appeal Panel Policy Health Directorate Introduction of New Health Technology Policy Health Directorate Complaints or Concerns about the Clinical Competence of a Doctor or Dentist Policy Health Directorate Performance Development and Review of Doctors and Dentists Policy Health Directorate Performance Management Policy Health Directorate Privacy and Confidentiality Policy Health Directorate Public Interest Disclosure Policy Health Directorate Recruitment Policy Health Directorate Recruitment Advertising Policy Health Directorate Working Together to Enhance our Performance Policy Doc Number Version Issued Review Date Area Responsible Page DGD Oct 2012 Oct 2015 MDPSU 4 of 5

5 DGD Health Directorate Underperformance Management Policy Mental Health ACT Appointment of Mental Health Officers (MOH) Policy Human Resource Management policy Visiting Medical Officer (VMO) Agreements ACT Individual Sessional VMO Agreement 2010 Health Directorate (VMO Core Conditions) Determination 2010 (No 1) Notifiable Instrument NI Certified Agreements ACT Public Service Medical Practitioners Enterprise Agreement ACT Public Service Health Directorate (Health Professionals) Enterprise Agreement Attachments Attachment 1: ANU Medical School and ACT Health Directorate Joint Advertisement and Appointment of Academic Staff Attachment 2: Form - Health Directorate Medical & Dental Application for Appointment & Scope of Clinical Practice. Attachment 3: MDAAC Terms of Reference Doc Number Version Issued Review Date Area Responsible Page DGD Oct 2012 Oct 2015 MDPSU 5 of 5

6 Attachment 1 ANU Medical School and ACT Health Directorate Joint Advertisement and Appointment of Academic Staff (excluding Clinical Academic Chairs) 26 March 2012 Principles 1. The process for advertising and appointing Clinical Academic Chairs (e.g. Professor of Surgery, Professor of Medicine, Professor of Pathology etc) is governed by a separate process. 2. Standard wording regarding potential for academic title at the ANU together with an up-to-date ANU logo will be used in all ACT Health Directorate advertisements for these staff specialist/senior staff specialist positions (wording below). 3. ACT Health Directorate will liaise with the ANU to review the standard wording once a year. 4. ACT Health Directorate will forward a mock-up of the standard advertisement showing where the logo is placed to the ANU for approval from time to time, but not less than once every two years. 5. ACT Health Directorate will not need to seek prior ANU approval on each occasion it places advertisements for these positions if the standard working is used and logo is placed as in the mock-up. 6. ANU will inform ACT Health Directorate of any ANU logo update and provide this to ACT Health Directorate. 7. A nominee of the Dean, Medicine and Health Science will be on all selection interview panels where this is the potential for an academic title offer being made at Level s A to D (Associate Lecturer Associate Professor). 8. A nominee of the ANU VC will be on all selection interview panels where there is potential for an ANU academic title offer being made at Level E (Professor). 9. If in the course of discussions with potential appointees responding to these advertisements, questions regarding the possibility of deployment of ANU resources is raised (e.g. support for a laboratory or access to ANU superannuation schemes), ACT Health Directorate will discuss with the Dean of Medicine and Health Sciences in the first instance who will either make a decision or direct the matter to the appropriate ANU delegate. 10. These arrangements will be reviewed through the ANU and ACT Health Directorate Liaison Committee. ANU arrangements In accordance with ANU HR policy, the arrangement for academic title offer is: Level A D academic title offers will be determined by the ANU Medical School Appointments Committee chaired by the Dean of Medicine and Health Sciences. HR processes will be undertaken by JAG HR. Level E academic title offers will be determined by the VC or his nominee with advice from the Dean of Medicine and Health Sciences. HR processes will be undertaken by Central HR. Central HR, JAG HR and ANU Marketing are aware of this policy. ACT Health Directorate Arrangements The Executive Directors signing off on advertisements ensure that the current ANU wording and the current ANU logo are on the advertisement consistent with the mock-up. ACT Health Executive Directors ensure that nominations for the selection interview panels are obtained from the Dean. All potential Level E or Level D appointments with significant academic leadership responsibilities will be discussed early by the relevant Executive Director and the Dean of his nominee before the position is finalised and advertised. Standard wording The preferred applicant will be offered a conjoint appointment in the Australian National University at an academic level commensurate with the applicant s qualifications and experience. The academic appointment will be held for the duration of the ACT Health Directorate appointment and will be subject to regular performance reviews. No remuneration is attached to the University position. The appointee will be responsible to the University for academic matters and to ACT Health Directorate for clinical matters. Enquiries about the clinical and service role may be directed to X on XXXX or by YYY@act.gov.au For academic role enquiries please contact Professor X on xxxx or by YYY@anu.edu.au Standard Operating Procedure Recruitment of Senior Medical and Dental Practitioners

7 Personal Details Health Directorate Medical & Dental Application for Appointment & Scope of Clinical Practice Surname Given name(s) Postal Address Phone numbers Home: Work: Mobile: Fax: Date of Birth *Please click on the (Please Select) boxes to choose appropriate answers Position applied for: (Please Select) Admitting rights requested: Yes No The Canberra Hospital Surgery & Oral Health Women, Youth & Children Rehabilitation, Aged & Community Care Medicine Critical Care & Diagnostics Capital Region Cancer Service Pathology Mental Health, Justice Health, Alcohol & Drug Service Calvary Health Care ACT (Public) Other e.g Operational Support Please specify: SCOPE OF CLINICAL PRACTICE SOUGHT DENTISTRY: (Please Select if Appropriate) MEDICINE: Corrections Health MEDICAL IMAGING: (Please Select if Appropriate) MENTAL HEALTH: (Please Select if Appropriate) PATHOLOGY: (Please Select if Appropriate) CRITICAL CARE: (Please Select if Appropriate) GENERAL PRACTICE SURGERY: Adult (Please Select if Appropriate) Paediatric (Please Select if Appropriate) Page 1 of 6

8 WOMEN S & CHILDREN S HEALTH: (Please Select if Appropriate) Sub Specialty: Note that any specialist who is not primarily a specialist in diseases of children and wishes to undertake or be involved in the care of children must be appropriately accredited and must produce evidence to support this application. Support for the application will be required from the Director of Paediatrics and Child Health and the Director of Paediatric Surgery (as relevant). I (Please Select) have recognition by Conjoint Committee for Recognition in Gastrointestinal Endoscopy Do you intend to use laser / radiation for clinical purposes? (Please Select) OTHER: Registration Do you have current national registration through Australian Health Practitioner Regulation Agency (AHPRA) (Please Select) Are there any conditions attached to this registration? If Yes please provide details. (Please Select) Medical Defence Are you a financial member of a medical defence organisation? (Please Select) Does your membership cover the types of scope of clinical practice you have applied for? (Please Select) Appointments at other hospitals or day procedure centres: Current/Past Current/Past Current/Past Current/Past Please Respond To The Following Questions If you respond Yes to any of the questions please provide additional information on a separate page or discuss with the Director of Medical and Dental Professional Standards Unit (MDPSU) as soon as possible. Are you currently under investigation by any medical/dental board or any health facility (e.g. hospital or day procedure centre) in any State or Territory of Australia or in any other country? (Please Select) Have your scope of clinical practice and/or appointment at any hospital or day procedure centre in any State or Territory of Australia or in any other country ever been reduced, suspended or revoked or have you had conditions attached to that appointment for any reason? (Please Select) Page 2 of 6

9 Have you ever been subject to an investigation or enquiry by a medical/dental board in any State or Territory of Australia or in any other country that resulted in either disciplinary action (including a warning of future action), change to your registration, or restriction of your scope of clinical practice? (Please Select) Have you ever been suspended by any medical/dental board in any State or Territory of Australia or in any other country? (Please Select) Have you ever been subject to disciplinary action by the Australian Health Insurance Commission (Medicare Australia)? (Please Select) Have you been convicted of a criminal offence? (Please Select) Do you have any major health condition or disability, including HIV antibody positive, HbeAG positive, HBV DNA positive or HCV PCR positive, that may affect or impact on your clinical performance? (Please Select) If required, please ring the Director of MDPSU on to discuss any of the items above. Information found to be a false declaration will be referred to the Health Directorate Clinical Practice Committee (CPC) for further action. Page 3 of 6

10 NOMINATION OF REFEREES For each speciality in which you are seeking privileges, please provide at least three (3) written references from referees who can attest to your recent practice and who are not financially or personally related to you. Please provide the names, addresses, addresses, and telephone numbers of these referees as they may be approached for further comment. REFEREES: 1. Name 2. Name Current position: Current position: Address: Address: Phone: Phone: Fax: Fax: (Preferred) (Preferred) 3. Name 4. Name Current position: Current position: Address: Address: Phone: Phone: Fax: Fax: (Preferred) (Preferred) Page 4 of 6

11 DOCUMENTS REQUIRED Please provide certified copies of the following documents via fax to (02) Primary medical degree College fellowship or other post graduate qualification on which your recognition as a specialist relies Other certificates which will support your application for special areas of clinical privileges, (e.g. gastrointestinal endoscopy, diagnostic ultrasound, hand surgery etc.) Evidence of participation in a continuing education program for the Maintenance of Professional Standards (MOPS) Proof of National Medical Board Registration (note: must be provided annually) Evidence that you currently hold professional liability insurance if this is required for your appointment (note: must be provided annually) DETAILS OF TRAINING, QUALIFICATIONS AND HOSPITAL APPOINTMENTS Please provide a detailed curriculum vitae ensuring that it includes the following information Academic qualifications with dates College fellowships and other post graduate qualifications with dates Awards, scholarships and honours All areas of training, emphasising particular clinical skills, procedures or operations you currently perform Certification you have to demonstrate completion of training in special areas (e.g. hand surgery, echocardiography etc) Summary of clinical research, academic and other appointments Membership of specialist and scientific societies Experience in medical quality assurance and professional audit List all your publications refereed and non-refereed List all your presentations at scientific meetings Summarise your professional development activities over the past two years (i.e. courses, seminars, conferences attended) Page 5 of 6

12 Please Complete This Statement I, insert full name authorise any member of the Health Directorate Medical and Dental Appointments Advisory Committee (MDAAC) and/or an officer of MDPSU, to enquire of the nominated referees and other persons/organisations with which I have been professionally associated as to my qualifications and suitability for scope of clinical practice and to obtain information as required from the registration body, indemnity insurance organisation, college faculty or tertiary organisation as nominated below regarding the currency of my registration/membership of that body/organisation. 1. Registration (insert registration number) 2. Indemnity Insurance (insert name of indemnity insurer) 3. College Fellowship and continuing education (insert name of college faculty or tertiary organisation) I authorise the Medical and Dental Professional Standards Unit (MDPSU) to conduct a criminal record check in respect of my history. In applying for appointment or engagement, I agree to abide by the policies and procedures of Health Directorate and/or Calvary Health Care ACT and in on-call roster arrangements and any terms and conditions that are attached to my appointment by the Director General / Deputy Director General or Chief Executive Officer of my employing Division. I undertake to notify the Director General / Deputy Director General or Chief Executive Officer of my employing Division, if my scope of clinical practice is changed at any other hospital or day procedure centre. I authorise MDAAC, MDPSU and its officers to seek information as to past experience, performance and current fitness to undertake clinical practice. I agree for my credential information (including Title, First name, Surname, Appointment, Clinical discipline, Scope of Clinical Practice) to be included on the Hospital intranet and internet. I hereby apply for appointment or engagement to the medical/dental staff of Health Directorate and/or Calvary Health Care ACT, with credentials in the above field (s). I declare that, to the best of my knowledge, the information I have provided is correct. Signature:... Date: Please fax this form as soon as possible to the Health Directorate Medical and Dental Professional Standards Unit on (02) Page 6 of 6

13 TERMS OF REFERENCE Medical & Dental Appointments Advisory Committee (MDAAC) Role The role of MDAAC is to oversee the senior medical and dental practitioner (SMDP) recruitment and appointment process and to provide recommendations on the credentialing, scope of clinical practice and appointments of SMDPs, to the decision-maker defined by the Health Act 1993 (ACT). The decision-maker is the Director- General for the Health Directorate and the Chief Executive for Calvary Public Hospital. Reporting mechanism MDAAC is an approved scope of clinical practice committee under the Health Act 1993 (ACT) and as such reports recommendations to the decision-maker as outlined above. Functions To advise the decision-maker on: The integrity of the SMDP recruitment and appointments process; All individual medical specialist/dental appointments; Threshold credentials across specialist disciplines; The scope of clinical practice for individual SMDPs; The routine and extraordinary review of scope of clinical practice. Membership Director, Medical & Dental Professional Standards Unit (MDPSU), Chair Dean, Faculty of Medicine, Australian National University, or nominee Executive Director, People, Strategy and Service Branch, Health Care Consumer Representative Director, Medical Services, Calvary Health Care ACT Executive Director Medical Services, Canberra Hospital & Health Services Chairman, Medical Staff Council, Canberra Hospital & Health Services Page 1 of 3

14 Chairman, Medical Staff Council, Calvary HealthCare Senior clinical representative for: o Medicine and Pharmacy o Surgery and Oral Health o Women Youth and Children o Capital Region Cancer Services o Dental Services o Pathology o Mental Health, Justice Health and Alcohol and Drug Services o Rehabilitation, Aged and Community Care o Critical Care and Imaging o Population Health Visiting Medical Officer representative, Canberra Hospital & Health Services Visiting Medical Officer representative, Calvary Health Care ACT The Committee may invite other persons to be in attendance, and to second other persons onto the membership of the committee from time to time. This may include the clinical directors/ unit directors when applications for their division/unit are under consideration. Members are able to nominate proxy attendees for a specific meeting, the proxy being someone who can speak on the member s and relevant service s behalf and who is familiar with the Health Act 1993 (ACT) and secrecy provisions. Quorum The quorum for a meeting is the attendance/presence of the following members: Director, MDPSU, or delegate Executive Director Medical Services Canberra Hospital & Health Services, and Calvary Health Care Director of Medical Services. A decision and recommendation on a new appointment and/or scope of clinical practice application, whether Staff Specialist, Visiting Medical Officer, locum or dental practitioner, requires the presence of a senior clinical representative from the relevant division. Page 2 of 3

15 MDAAC Executive Executive for urgent and interim decision making: On being approached for a recommendation for an urgent and/or interim decision for appointment and/or scope of clinical practice by an Executive Head of Service in conjunction with the Human Resources Manager (or delegate), the following members of MDAAC may meet and make a recommendation(s) to the decision-maker: Executive Director, Medical Services, Canberra Hospital & Health Services or delegate, Director, MDPSU or delegate, Senior clinical representative of the relevant division Director of Medical Services, Calvary Health Care ACT, if the clinician intends to practice at Calvary. [ until next meeting of MDAAC] Secretariat Secretariat support will be provided by the Manager, Credentialing and scope of clinical practice Team, MDPSU. Agenda requests The secretariat is to receive requests for agenda items by midday Monday one week before the meeting. Late papers will not be accepted. Unless otherwise advised, agenda requests will be scheduled for the following meeting. Papers to be circulated with the agenda must be submitted five working days before the meeting. Meeting Frequency /Duration Every four weeks / 5:45pm 7:00pm TOR Review Frequency Annually Page 3 of 3