Role Description. Job ad reference: MNO Role title: Booking Coordinator Status: Permanent Full Time Unit/Branch: Brisbane Dental Hospital

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1 Role Description Job ad reference: MNO Role title: Booking Coordinator Status: Permanent Full Time Unit/Branch: Brisbane Dental Hospital Division/Health Service: Metro North Oral Health Services Metro North Hospital and Health Service Location: Brisbane Classification level: AO3 Salary level: $ $64 631Per Annum Closing date: Tuesday, 9 December 2014 Contact: Hilary Johnson Telephone: (07) Online applications: or If you are unable to apply online, please contact Metro North Recruitment Services on (07) About our organisation Metro North Hospital and Health Service (Metro North HHS) is an independent statutory body overseen by a Hospital and Health Board. It is the largest of 17 Hospital and Health Services in the Queensland Public Health system. It covers an area of 4157 square kilometres and serves a population approaching 900,000 people. Metro North HHS is unique in its composition in that two of its five hospitals are tertiary facilities that provide statewide super specialty services such as Heart and Lung Transplantation, Burns, and Positron Emission Tomography (PET). Metro North HHS has a range of subacute, post acute, community based health services to support patient discharge and hospital avoidance as well as a number of residential facilities, Oral Health Services and a fully integrated Mental Health Service including both community and hospital based care. Metro North HHS is in an exciting phase as it transitions to become an autonomous organisation, designated as a prescribed employer under the Hospital and Health Boards Act In addition, Metro North HHS is reorganising and redesigning the way it delivers care to ensure delivery costs are in line with the National Efficient Price. Metro North HHS has committed to deliver the priorities of the Government s Blueprint for Better Healthcare in Queensland and will ensure that: 1. Health services will be focussed on patients and people patients will be connected to their highquality care 2. The community and health workforce are empowered 3. Queenslanders will experience value in health services delivered through a connected Hospital and Health Service that is sustainable and efficient 4. Investment, innovation and planning for the future will place Metro North HHS as a world leader in health care delivery, research and education. To achieve the above strategic goals, Metro North HHS employs leaders who demonstrate the following characteristics and behaviours: Effective communication Page 1 of 7

2 Collaboration and cooperation Innovation Team work Integrity and respect Professionalism. Purpose To manage all areas of scheduling processes including roster construction, waitlist management and appointment making within the Information System for Oral Health (ISOH). To provide direction and guidance to administrative officers to achieve maximum appointment scheduling outcomes and objectives within the clinical services of Oral health. Your key responsibilities Management of the appointment scheduling process to provide a client focused and clinically appropriate approach to scheduling, including the review and development of procedures and guidelines to ensure optimal resource utilisation. Participation in quality improvement activities which foster best practice principles relating to appointment scheduling management; including auditing of appointment data, for example; wait and referral lists, cancellations and failure to attend rates. Liaise with clinical and administrative officers regarding appointment scheduling procedures and policies to ensure compliance with clinical requirements and indicators as well as best practice principles. Ability to maintain a professional and courteous manner at all times whilst utilising the communication and interpersonal skills of tact, diplomacy, discretion, negotiation, conflict resolution and confidentiality. To support administrative officers in their daily duties and when needed assist in those duties. Ability to work effectively as a member of the health care team both autonomously and under direction. Effective time management skills, in particular prioritisation skills. Comply with and utilise procedures, policies, regulations and standards which impact upon the position, including contemporary human resource management requirements and practices, such as workplace health and safety, equal employment opportunity and anti-discrimination policies. Qualifications/Professional registration/other requirements Completion of training courses in Microsoft Word Level 2 and Outlook Basic is highly desirable. Are you the right person for the job? You will be assessed on your ability to demonstrate the following key attributes. Within the context of the responsibilities described above, the ideal applicant will be someone who can demonstrate the following: Demonstrated ability in the use, management and coordination of an electronic appointment management system with the ability to make clinically appropriate inferences regarding appointment scheduling. Demonstrated ability to advise, develop, implement and manage change with regards to appointment scheduling work practices and processes to enhance optimal resource utilisation. Proven ability to work effectively within a team or autonomously, with the ability to meet deadlines through good time management and prioritisation skills. Page 2 of 7

3 Demonstrated ability to communicate effectively, both orally and in writing, with all levels of staff, and members of the public using communication and interpersonal skills of tact, diplomacy, discretion, negotiation, conflict resolution and confidentiality. Knowledge of or an ability to acquire knowledge of procedures, policies, regulations and standards which impact upon the position, in particular Public Sector Guidelines, and a knowledge of contemporary human resource management issues such as workplace health and safety, equal opportunity and anti-discrimination. How to apply Please provide the following information to the panel to assess your suitability: Your current CV or resume, including referees. You must seek approval prior to nominating a person as a referee. Referees should have a thorough knowledge of your work performance and conduct, and it is preferable to include your current/immediate past supervisor. By providing the names and contact details of your referee/s you consent for these people to be contacted by the selection panel. If you do not wish for a referee to be contacted, please indicate this on your resume and contact the selection panel chair to discuss. A short statement (maximum 1 2 pages) on how your experience, abilities, knowledge and personal qualities are relevant for the role, taking into account the key responsibilities and attributes noted in the Are you the right person for the job? section. About Metro North Oral Health Services The Metro North Oral Health Services is comprised of three clinical Divisions: Brisbane Dental Hospital and Adult Specialist Services; Children's Oral Health Service; Child Specialist Services and Child and Adolescent Oral Health Services; and General Practice Community Oral Health Services. The Metro North Oral Health Services is committed to providing safe and sustainable oral health care to eligible patients in the Metro North Hospital and Health Service and the key objectives are: Providing safe and sustainable, primary, secondary and tertiary level oral health services that are responsive to community need. Participating in dental and oral health education, playing a key role in the development of a proficient and sustainable workforce. Supporting and undertaking clinical research that leads to advances and improvements in oral health care. The service caters for eligible adults and children who may require either basic dental care or a limited range of specialist dental care. Clinical services are provided by multidisciplinary dental teams comprised of dentists, dental specialists, oral health and dental therapists, with the support of dental technicians, dental assistants, administrative and ancillary staff. Visit the Service s website for more information: Page 3 of 7

4 Brisbane Dental Hospital and Adult Specialist Services The Brisbane Dental Hospital and Adult Specialist Services provides limited emergency and general services for eligible patients in the northern Brisbane district. Its principal role is the provision of specialist services in the areas of oral surgery, prosthodontics, endodontics, periodontics and oral medicine. In addition, comprehensive treatment is available to those clients with special needs, including: Bone Marrow Transplant Organ transplant Head and Neck Cancer Cleft lip and/or palate Medically compromised (Diabetes, cardiac, immuno-suppressed, auto-immune) Trauma cases The Brisbane Dental Hospital and Adult Specialist Services role also includes that of a teaching hospital, having a close association with the Griffith University - School of Dentistry and Oral Health and the University of Queensland, School of Dentistry. Involvement and participation in research by some of the clinicians is fully supported by Queensland Health, ensuring the highest quality services are provided to the clients. Brisbane Dental Hospital and Adult Specialist Services has hosted a daily roster of UQ postgraduate students in Endodontics and Periodontics, who work under the supervision of senior discipline specialists. A Dental Implantology clinic has been established at this facility in partnership with the Griffith University School of Dentistry and Oral Health. The close working relationship between the dental team and specialists from Cancer Care and the Maxillo-facial Unit at the RBWH has allowed the facility to treat the most complex and medically compromised members of the community. With the development of a close working relationship with Cancer Care the Brisbane Dental Hospital and Adult Specialist Services is well on the way to establishing a Special Needs Dentistry department with a Principal Dentist and Senior Dentist (Special Needs Dentistry) already employed specifically to provide these services. The Brisbane Dental Hospital is the first adult dental facility in Queensland to be able to provide such a vital and essential service. Referrals are accepted from both private and public sectors, medical and dental general practitioners and specialists. Pre-employment screening Pre-employment screening, including criminal history and discipline history checks, may be undertaken on persons recommended for employment. The recommended applicant will be required to disclose any serious disciplinary action taken against them in public sector employment. In addition, any factors which could prevent the recommended applicant complying with the requirements of the role are to be declared. Roles providing health, counselling and support services mainly to children will require a Blue Card, unless otherwise exempt. Please refer to the Information Package for Applicants for details of employment screening and other employment requirements. Page 4 of 7

5 Hepatitis B Vaccination Health Care Workers in Queensland Health whose occupation poses a potential risk of exposure to blood or body fluids must be immunised against Hepatitis B according to the National Health and Medical Research Council Australian Immunisation Handbook and the Queensland Health Guideline Vaccination of Health Care Workers Version 2 December Health professional roles involving delivery of health services to children and young people All relevant health professionals (including registered nurses and medical officers) who, in the course of their duties, formulate a reasonable suspicion that a child or youth has been abused or neglected in their home/community environment have a legislative and a duty of care obligation to immediately report such concerns to Child Safety Services, Queensland Department of Communities. All relevant health professionals are also responsible for the maintenance of their level of capability in the provision of health care and their reporting obligations in this regard. Safety and Quality Relevant to the position, participate in the ongoing education, implementation, monitoring and evaluation of safety and quality initiatives relevant to The National Safety and Quality Health Services Standards and the Australian Council on Healthcare Standards (ACHS) Evaluation and Quality Improvement Program (EQuIP). Salary Packaging To find out whether or not your work unit is eligible for the Public Hospital Fringe Benefits Tax (FBT) Exemption Cap please refer to the Salary Packaging Information Booklet for Queensland Health employees available from the Queensland Health Salary Packaging Bureau Service Provider RemServ at For further queries regarding salary packaging RemServ s Customer Care Centre may be contacted via telephone on Disclosure of Previous Employment as a Lobbyist Applicants will be required to give a statement of their employment as a lobbyist within one (1) month of taking up the appointment. Details are available at Probation Employees who are permanently appointed to Queensland Health may be required to undertake a period of probation appropriate to the appointment. For further information, refer to Probation HR Policy B2 Additional information Permanent and temporary vacancies longer than 12 months remain current for 12 months. Future vacancies of a permanent, temporary, full-time and part-time nature may also be filled through this recruitment process. Applicants will be required to give a statement of their employment as a lobbyist ( within one month of taking up the appointment. Page 5 of 7

6 Applicants may be required to disclose any pre-existing illness or injury which may impact on their ability to perform the role. Details are available in section 571 of the Workers Compensation and Rehabilitation Act 2003 ( Voluntary Separation Program (VSP) recipients are not eligible for re-employment by a Queensland Government entity for a period of three (3) years from the date of termination in accordance with the VSP Deed. Applicants who have been paid an early retirement, redundancy, retrenchment, severance benefit or VSP payment from a Queensland Government entity within the applicable periods are required to indicate this in the application form. Page 6 of 7

7 Organisational Chart DIRECTOR BRISBANE DENTAL HOSPSTAL AND ADULT SPECIALIST SERVICES AO4 - PRACTICE MANAGER (AO4) AO3 - BOOKING COORDINATOR AO3 - ADMINISTRATION OFFICERS Page 7 of 7