Admin/Clerical Renal Dialysis CDC

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1 Date: August 2016 Job Title : Clerical Administrator & Receptionist Department : Renal Location : Waitemata DHB Community Dialysis Centre, 96 Apollo Drive and Waitakere Haemodialysis Unit, Waitakere Hospital Reporting To : Team Leader Haemodialysis Direct Reports : Nil Functional Relationships with : Internal CNM Haemodialysis Operations Manager - Renal Registered nurses Clinical Dialysis Technicians Medical staff Health care Assistants Duty Managers Facilities staff Maintenance staff Accounts staff Purchasing helpdesk Inwards Goods NTA Co-ordinator External Taxi Companies St Johns Ambulance Outpatients clinics District Nurses Private rest homes/hospitals Other DHB s Multidisciplinary healthcare providers Patients, family, visitor External suppliers Purpose of the role : To provide reception and administrative support to the community dialysis centre and Waitakere satellite haemodialysis unit at a level that facilitates optimum patient care. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 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 2

3 KEY TASKS EXPECTED OUTCOMES Facilities - building Provide point of contact for building maintenance/repair, liaising with Facilities and outside contractors. Maintain contact details for all building contractors and facilities staff. Accounts Collate & check all clinical, utility & maintenance invoices for Community Dialysis Centre & Waitakere Dialysis Centre. Process and follow up of all invoices through Oracle system Ensure all invoices are paid within the expected timeframes Customer Service Information regarding patients is provided to authorised personnel in accordance with the provisions of the Privacy Act. Receive and relay messages promptly and accurately. Responds to patient requests for assistance and information or refer to appropriate Physiology, Nursing or Technical staff. Responds professionally, appropriately and with courtesy in all client interface situations including telephone and face to face communications. This includes reception duties, communicating with patients, families and carers. Ensures patient privacy and confidentiality are maintained in all interactions. Effective in dealing with difficult/challenging situations. Maintaining a professional demeanour at all times. Demonstrates culturally sensitive service. Skills in communicating with non-english speaking clients. Clinical Support Satellite Generates patient dialysis appointments in ipms and maintains current patient records. Prepare charts for new patients Prompt and accurate filing of patient records Produce weekly patient schedule/roster Co-ordination and booking of patient 6 month reviews with the consultant. Liaise with other departments about patient s allied appointments. Maintain high quality information and meet ward and service KPI s on data quality. Clinical Support Home HD Booking of HHD patient s dialysis visits / appointments on ipms. Co-ordination and booking of patient 6 month Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 KEY TASKS EXPECTED OUTCOMES reviews with the consultant. Co-ordination of the monthly patient medical waste collection for 3 areas (North Auckland; North Shore & Waitakere) with the Service provider. Provide Watercare with updated list of Home HD patients and their contact details. Management of reimbursement payment to HHD patients for power and water. Operational Administration Patient NTA taxi o Prepare weekly taxi schedule for patients coming to CDC, plus daily updates o Advise NTA coordinator of any amendments to patient registration. o Record taxi complaints in register and follow up actions. Courier o Co-ordinate between Satellite and Home Therapies to minimize courier run to 1 per shift. Resource/support Ambulance booking as required Stationery order for all Satellite & Home Therapies Computers / Telephone / Printer / Fax o Basic PIMS troubleshooting. o Access and use clinical information systems Equipment repairs o Reporting and monitoring all equipment repairs and maintenance. Act as a resource person for all new staff. Contribute to new initiatives as applicable Maintain own professional development Establish personal goals and objectives. Completing annual requirements by the due date e.g. annual appraisal, annual updates. Demonstrate and maintain own clerical competence. Being open to learning opportunities as they arise. Attend educational sessions where appropriate. Statutory & Treaty of Waitangi obligations 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. To recognise individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 Shows sensitivity to cultural complexity in the workforce and patient population Contribute to a safe and healthy workplace at WDHB by: Following & complying with H&S policies & Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 KEY TASKS EXPECTED OUTCOMES processes & applying them to their own work activities, including using/wearing Personal 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. Waitemata District Health Board -JOB DESCRIPTION - Page 5

6 PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification School Certificate or NCEA Level 1 University Entrance Technical Institute Certificate in Health Records Management Experience Skills/Knowledge/Behaviour Reception experience in a health care environment Intermediate level Microsoft Office & computer systems Good interpersonal skills Ability to establish rapport with patients Well-developed written and oral skills Analytical and reporting skills Discreet Self-motivated Team Player Good time management Excellent telephone manner Friendly, cheerful Punctual and considerate Flexible, adaptable Able to work under pressure to meet deadlines Computer Certificate. keyboard skills: MS Office 97 Word Excel Microsoft Outlook Knowledge / experience in the health industry. Understanding the needs of a large organization to have highest quality management and clinical data High degree of integrity and ability to self-manage and work independently Waitemata District Health Board -JOB DESCRIPTION - Page 6

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