PORT LINCOLN HEALTH SERVICES JOB & PERSON SPECIFICATION

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1 PORT LINCOLN HEALTH SERVICES JOB & PERSON SPECIFICATION POSITION TITLE: Medical Records Officer CLASSIFICATION CODE: ASO2 DIVISION: Corporate Services TYPE OF APPOINTMENT: Contract DEPARTMENT: Medical Records Casual Permanent Other Term POSITION NUMBER: PL0083 POSITION CREATED: JOB AND PERSON SPECIFICATION APPROVAL /06 / /.../... Chief Executive Officer Department Head MISSION STATEMENT: In partnership with consumers and other organisations, we maximise the health and wellbeing of the community by providing professional health services that are cost effective and informed by primary health care principles. The Port Lincoln Health Services embraces the following Core Values: We treat each other with respect and understanding We promote a strong work ethic We promote the use of good manners and excellence in customer service We present ourselves in a professional manner We are supportive of each other We value ourselves, each other and our community We provide a safe and healthy workplace and promote a safe working culture. Template developed by: Executive on: Feburary 2006 Page 1 of 6

2 JOB SPECIFICATION 1. Summary of the broad purpose of the position in relation to the organisations goals: 1.1 Ensure a courteous and efficient customer contact service when dealing with both internal and external customers and to provide a professional and appropriate telephone manner at all times. 1.2 Have a good understanding of working systems - Chiron as it relates to the Medical Record Department to ensure data accuracy and the provision of an efficient patient management system 1.3 Participation in the Accreditation process for Port Lincoln Health Services 1.4 Liasing with the Manager, Medical Record Department on matters relating to the Retention and Destruction Schedule 2000/0012 for all matters relating to record management 1.5 Have an understanding of all relevant internal and external policies and procedures that relate to this position 1.6 Contribute to the administration of patient records. 1.7 Positively promote the Organisation both internally and externally. 2. Reporting / Working Relationships: {To whom the person reports, staff for whom the person is responsible, and other significant connections and working relationships within the organisation}. 2.1 Reports to the : Manager, Medical Record Department 2.2 Manager reports to the: Director of Corporate Services 3. Special Conditions: {Such as travel requirements, flexibility of work hours, location etc}. 3.1 The appointee will be subject to a Criminal History Check prior to confirmation of appointment. 3.2 The incumbent will uphold the Core Values of the Port Lincoln Health Services. 3.3 The incumbent is required to enter into an annual Career Review Process for the achievement of (specific or service or program) outcomes. 3.4 All employees are subject to a six-month probationary period unless they are recruited from within the South Australian Public Sector. 3.5 Responsible for maintaining confidentiality of all areas of duty 3.6 Attendance of Mandatory Training Sessions as determined by the Organisation 3.7 Flexibility of working hours may be required. 3.8 Hours are based on 37.5 hours per week.. 4. Statement of Organisational Outcomes and Activities: {Group into major areas of responsibility/activity and list in descending order of importance} 4.1 Contribute to Healthy Working Relationships by adhering to the Port Lincoln Health Services Core Values and the South Australian Public Sector Code of Conduct. 4.2 Participate actively in the Quality Improvement and Risk Management Programs and processes. 4.3 Undertake and observe best practice requirements in the management of official records in accordance with the State Records Act 1997 s5 (c). 4.4 Undertake to appreciate cultural diversity and, accordingly, care for all members of the community valuing and supporting identified cultural needs. 4.5 Contribute to the well-being of people in South Australia through participation in Counter Disaster activities including attendance, as required, at training programs and exercises to Template developed by: Executive on: Feburary 2006 Page 2 of 6

3 develop the necessary skills required to participate in responses in the event of a disaster and/or major incident. 4.6 Contribute to the promotion and implementation of the General Public Sector Management Aims, Personnel Management Standards and employee conduct standards and in particular Equal Opportunity and Occupational Health Safety and Welfare by adhering to the provisions of relevant legislative requirements. 5. Statement of Key Job Outcomes and Activities: {Group into major areas of responsibility/activity and list in descending order of importance} 5.1 Provide a reception and information service to patients and visitors attending the health unit. 5.2 Ensure medical records of all patients are secure and accounted for by maintaining the tracking system and filing in terminal digit order 5.3 Work a rotating role roster within the Medical Record Department. Provide assistance to associated work areas by relieving in roles as required. 5.4 Contribute to the development and implementation of Departmental Policies and Procedures. 5.5 Have a good understanding of all aspects of working systems as it relates to the Medical Record Department. 5.6 Data entry of admissions, discharges, casualty and outpatient attendances, transfers, status changes and calculating same day categories onto the Chiron Patient Management System. 5.7 Encourage and follow up patient status ensuring the completion of the patient election form, veterans form and national private patient claim forms 5.8 Responsible for maintaining accurate records of long stay patients. 5.9 Obtain new unit record numbers for the creation of case notes for inpatients, accident and emergency and outpatient attendances Ensure accuracy of data before producing daily reports and end of month reports Responsible for maintaining pre-admission and minor operation appointment schedules 5.12 Responsible for retrieving, combining and preparation of the medical record 5.13 Retrieve notes daily for any programmed clinics/theatre Process all incomplete medical records, filing of summaries, x-rays and reports, pathology, outpatient/accident and emergency sheets Undertake in the process of archiving the medical record files, following the Retention and Disposal Schedule, Public Hospitals ssist in providing a discharge summary/transfer typing service for the Surgeon, Physician, General Practitioners and Visiting Specialists as required Photocopying of patient notes as directed Maintain stationery supplies to the department Participate and Assist in the orientation and training of staff as this relates to the Medical Record Department Actively participate in departmental meetings 5.21 Other Medical Records clerical duties as directed. Approved by Executive Director: / / Acknowledged by Occupant: / / Template developed by: Executive on: Feburary 2006 Page 3 of 6

4 PERSON SPECIFICATION ESSENTIAL MINIMUM REQUIREMENTS {Those characteristics considered absolutely necessary} 1. Educational / Vocational Qualifications: Personal Abilities / Aptitudes / Skills: {Related to the job description and expressed in a way which allows objective assessment} 2.1 Have an understanding of, and the ability to adhere and comply to the spirit and principles of the Premier s Safety Commitment and the legislative requirements of the Occupational Health Safety and Welfare Act. 2.2 Effective interpersonal and communication skills, both verbal and written 2.3 Accurate data entry and computer skills 2.4 Demonstrated ability to maintain confidentiality 2.5 Demonstrated ability to be customer focussed 2.6 Demonstrated ability to work with minimum supervision utilising initiative and or judgement to ensure the timely completion of tasks and or activities. 2.7 Capacity to work as a team member. 2.8 Demonstrated ability to manage fluctuating demands of service and to meet deadlines. 2.9 Demonstrated ability to be positive and adapt to change 2.10 An understanding of and ability to relate effectively to people with varied cultural backgrounds Be able to work effectively in a multi-disciplinary team atmosphere 3. Experience: 3.1 Previous clerical experience or training including filing systems and procedures. 3.2 Previous experience in the use of Working Systems - Chiron Patient Management System 3.3 Experience in the Health Industry 4. Knowledge: 4.1 Knowledge of appropriate customer service practices 4.2 Knowledge of medical record services 4.3 Knowledge of code of conduct, pertaining to SA Government employees. 4.4 Knowledge of Occupation Health and Safety principles and safe work practices 4.5 Knowledge of equal opportunity principles. DESIRABLE MINIMUM REQUIREMENTS {To distinguish between applicants who have met all essential requirements} 5. Educational / Vocational Qualifications: Template developed by: Executive on: Feburary 2006 Page 4 of 6

5 5.1 Previous experience or certificate in Medical Terminology 6. Personal Abilities / Aptitudes / Skills: (Related to the job description and expressed in a way which allows objective assessment): 6.1 Effective interpersonal and communication skills (both verbal and non-verbal 6.2 Demonstrated ability to perform functions with minimal supervision 6.3 Demonstrated data entry and computer skills 6.4 Demonstrated ability to maintain confidentiality 6.5 Demonstrated ability to be positive and adapt to change 6.6 Demonstrated ability to prioritise workloads 6.7 Demonstrated ability to be customer focussed and commitment to quality client services. 6.8 Demonstrated ability to establish and maintain effective working relationships with clients and colleagues. 7. Experience: 7.1 Experience in the maintenance of client information and records. 7.2 Experience in direct customer service. 7.3 Experience in data entry of information. 7.4 Experience working with a range of customers. 8. Knowledge: 8.1 Knowledge of medical record services 8.2 Knowledge of codes of conduct, pertaining to SA Government employees 8.3 Knowledge of Occupational Health and Safety Principles and safe COMMITMENT TO WORKPLACE VALUES The Department of Health values have an influence on the people we employ Every organisation has values that govern the way people are treated and the way decisions are made. The Department s Strategic Plan identifies the values that guide our behaviours. These behaviours apply to all employees and govern the way people in the organisation are treated, the way decisions are made and how we provide our services. These values are used in day-to-day communication and interaction between all employees and are linked to the whole of government Code of Conduct, Performance Development, Job and Person Specifications and Department of Health Employment Conditions. The Department of Health Organisational Values are: HONESTY We show honesty by speaking truthfully, within the boundaries of confidentiality. This is shown in our dealings within the Department and with our consumers and partners by: saying what we mean and meaning what we say, keeping our promises, telling the truth tactfully, providing honest feedback and answers and admitting to mistakes. Template developed by: Executive on: Feburary 2006 Page 5 of 6

6 RESPECT We show respect by speaking and acting with courtesy. We treat others with dignity and use culturally appropriate ways of communicating. This is shown in our dealings within the Department and with our consumers and partners by: treating everyone fairly, communicating so people can understand, listening to others, and seeking and providing feedback. INTEGRITY We show integrity by honouring our values and the rules of our department, government and nation. This is shown in our dealings within the department and with our consumers and partners by: doing the right thing, abiding by the values, standing up for what we believe in, and taking responsibility for our mistakes. ***************** I have the ability and commitment to behave consistently with the stated values of the Department of Health and the core values of Port Lincoln Health Services. Signature / / Date Please complete and return with your application to the nominated person The right people with the right skills in the right place at the right time Template developed by: Executive on: Feburary 2006 Page 6 of 6

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