POSITION DESCRIPTION STARTTS is committed to Equal Employment Opportunity (EEO) and anti-discrimination policies.

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1 Service for the Treatment and Rehabilitation of Torture and Trauma Survivors STARTTS POSITION DESCRIPTION STARTTS is committed to Equal Employment Opportunity (EEO) and anti-discrimination policies. Position No.: 1131 Date reviewed/created: August 2015 POSITION TITLE: Deputy Client Information Manager TEAM: Client Information LOCATION: Carramar AGREEMENT: NSW (Non-Declared) Affiliated Health Organisations Health Employees Agreement. CLASSIFICATION: Health Service Manager Level 2 A generous salary packaging scheme is also offered. FULL TIME: Full Time 38 hours per week PERIOD OF APPRAISAL: Performance will be assessed within 3 months of commencement and a 6 month probationary/qualifying period will also apply. Background to STARTTS STARTTS is a state-wide service funded by the NSW Department of Health and Commonwealth Department of Health to provide high quality assessment, treatment and rehabilitation services to people living in NSW who have experienced organised violence or trauma associated with the refugee experience. STARTTS is an Affiliated Health Organisation (AHO), essentially a Non-Government Organisation whose services are deemed to be part of the NSW public health system. STARTTS provides a broad range of services including assessment; counselling for all age groups; psychiatric assessment and interventions; family therapy; group interventions; bodywork such as massage, physiotherapy, acupuncture and pain management groups; assistance to overcome vocational and nonvocational barriers to employment; support groups; programs for children and youth; and various strategies to increase the capacity of support networks and refugee communities to sustain their members. The focus of the STARTTS approach is on building capacity and empowering people and communities to take control over their own lives, using a strengths-based approach and building on individual, family, community and cultural strengths. Background to the Program Area of the position The Client Information team reports directly to STARTTS Executive after organisational structure change in April The Client Information team is primarily responsible for ensuring compliance with Commonwealth and State legislative requirements as well as NSW Health policies in relation to release of client information, client privacy and client record management. The Client Information team also provides expertise in extracting, analysing and presenting client data trends to facilitate evidence based decision-making in light of complex issues encompassing strategic direction, legislative requirements and health information needs, often with important planning and financial implications. The Client Information team is currently in the process of implementing new client information systems and transitioning from a paper based to an electronic client record environment to meet the ongoing requirements of STARTTS. Page 1 of 5

2 ORGANISATIONAL RELATIONSHIPS: 1. Responsible to: Client Information Manager 2. Responsible for: N/A SELECTION CRITERIA: Essential Criteria: 1. Tertiary qualification in Health Information Management or equivalent. 2. Previous experience as a Health Information Manager in a paper to electronic health record transition environment. 3. Previous experience in change management processes around document imaging processing and quality improvement. 4. Demonstrated experience with providing operational and strategic advice to senior Health Information Management professionals. 5. Knowledge and understanding of relevant NSW Health Department policies and procedures relevant to health information and health record management. 6. Excellent verbal and written communication skills including the ability to prepare project documentation, reports, strategy papers, policies and procedures. 7. Exceptional customer service orientation and ability to communicate effectively (verbally and in writing) to a wide range of customers. 8. Demonstrated strong analytical skills and an understanding of business analysis and workflow design Desirable Criteria: 1. Current unrestricted NSW Class C drivers licence and ability to undertake reasonable travel to complete duties of the role. *This position is not considered child-related employment and will require a National Criminal Record Check. BRIEF DESCRIPTION OF ROLE This position is responsible for the overall operational functions for the Client Information team with a strong focus in policy development, monitoring and auditing processes particularly in a paper to electronic client record transition phase. PRIMARY OBJECTIVES: 1. Develop polices and ensure the standardisation of practices relating to health information functions of all components for the client services of STARTTS as well as monitoring the implementation of such policies and practices. 2. Report to the Client Information Manager and follow strategic and professional direction as required to ensure that strategic goals and standards of practice are met and maintained. 3. Assist the Client Information Manager to manage the transition of paper-based client records to the electronic record environment. 4. Ensure compliance with legislative requirements in relation to release of health information, client privacy and health record management 5. Apply State and National policies relevant to health information management in the STARTTS setting. 6. Ensure health information is available in a timely manner to support decision-making. 7. Act up as the Client Information Manager in times of expected and unexpected absence. Page 2 of 5

3 PRIMARY DUTIES: 1 Client Records Management 1.1 Operationally manage all aspects of Health Information including client records management (paper and electronic) and health data. 1.2 Oversee records management including, but not limited to the record structure, storage, document imaging, forms design, clinical documentation and electronic data entry. 1.3 Ensure Australian Standards, legislation and NSW Health requirements are met in respect to the creation, maintenance, archiving and destruction of health and other confidential documents. 1.4 Provide advice to clinical staff on information standards in relation to client documentation and client data management. 1.5 Contribute to sustainable strategies to manage the storage of existing medical records throughout STARTTS. 1.6 Support the implementation of technologies that will enhance STARTTS in transitioning to an electronic client record environment. 1.7 Represent STARTTS at health information related meetings and forums at local, state and national level as delegated by the Client Information Manager and ensure STARTTS remains informed regarding the activities and progress of any such meetings. 1.8 Undertake projects as requested by the Client Information Manager. 1.9 Assist the Health Information Services Manager in recruiting staff and contractors when required. 2 Policy Development 2.1 Develop polices and ensure the standardisation of practices relating to health information functions of all components for the client services of STARTTS. 2.2 Undertake business process redesign where required to improve the efficiency and effectiveness of health records flow within the facility in electronic and paper formats. 2.3 Support and collaborate in site relocation procedures pertaining to the redevelopment of STARTTS offices to ensure an efficient and smooth transition of client records. 2.4 Develop Disaster Management plans and strategies to manage both the electronic and paper-based client record. 2.5 Implement change management strategies as directed by the Client Information Manager to resolve problems affecting Client Information across multiple locations and disciplines within staff. 3 Performance Monitoring & Risk Management 3.1 Implement the Client Information Team Outcomes and monitor as required to ensure that indicators are being met in line with the overall STARTTS Strategic Plan. 3.2 Implement and monitor Client Information Key Performance Indicators to meet strategic initiatives. 3.3 Identify, analyse, evaluate and document all risks (e.g. WHS, Corporate, Clinical, Financial, Reputation, Legal and Technology) relevant to Client Information. Review and implement management strategies where necessary and action plans for all areas of concern. 3.4 Ensuring auditing and quality control processes are established for document imaging and all areas of the department to ensure that both individual and team benchmarks and key performance indicators are met. 3.5 Implement ongoing review processes relating to the management of health records management including quality assurance, forms design, documentation and auditing. 4 Privacy & Release of Information 4.1 Coordinate medico-legal/release of information requests relating to client records, ensuring compliance with legislative requirements. 4.2 Ensuring access to health information whilst acknowledging privacy considerations. Page 3 of 5

4 4.3 Ensure strict confidentiality is maintained in relation to all client, staff, workplace and STARTTS matters. 5 Client Information Systems 5.1 Assist the Client Information Manager in major change management processes and implement strategies/initiatives to resolve problems affecting Client Information across multiple locations and disciplines within STARTTS. 5.2 Monitor internal team processes to ensure consistency of deployment and support processes of client information systems. 5.3 Participate proactively in various projects related to the implementation of new client information systems. 5.4 Participate and monitor any approved upgrades to the core client information systems to minimise disruption to STARTTS business. 5.5 Work with others in the Client Information team and other key stakeholders to enhance data capture, reporting and visualisation. 5.6 Provide training to staff within STARTTS on the use and application of client information systems. 5.7 Ensure effective communication of deadlines for the provision of data and other information to enable the effective production of reports and correspondence. 5.8 Develop and maintain effective consultative relationships with the local IT team. 5.9 Assist the Client Information Manager in completing a Post Implementation Review for all implemented client information systems and feedback is provided for change management implementation for future projects. 6 Client Data Analysis 6.1 Provision of timely standard reports automatically generated by client information systems or manually extraction to the STARTTS executives, teams and individuals. 6.2 Provision of ad hoc reports and project / research based reports including the investigation and analysis of emerging issues to serve the information management requirements of key stakeholders. 7 Administration / Personal 7.1 Actively participate in the performance and development planning and review process on at least an annual basis and ensure that documentation is complete. 7.2 Undertake reasonable travel in accordance with the duties of this position. 7.3 Comply at all times with STARTTS Code of Conduct, procedures and protocols. 7.4 Maintain client confidentiality and exercise discretion in relation to health information matters. 7.5 Perform any other duties as directed by the organisation within the scope of the classification. 7.6 Actively seek to improve skills and knowledge that will benefit the organisation. Equal Employment Opportunity and Staff Relationships: STARTTS is an Equal Employment Opportunity (EEO) employer and encompasses its philosophy and practice. STARTTS rejects racism and sexism in all its forms and is committed to the elimination of racial and gender discrimination including direct and indirect racism and sexism, racial vilification, and harassment. Work Health & Safety responsibilities: Comply with STARTTS WHS policies and procedures. Work with due care and consideration to safeguard your own health and safety and the health and safety of others, and to report to your Supervisor any potential hazards, mishaps, incidents or injuries that may occur or become aware of during the course of work. Page 4 of 5

5 Risk management responsibilities: All staff have a responsibility to identify any risks (ie the chance of something happening that will have an impact on the objectives of the organisation) in the course of their work and to inform their supervisor, as per the STARTTS Risk Management Policy and Program. Smoke-free Workplace STARTTS is completely smoke-free. This means that smoking is not allowed in any STARTTS buildings, vehicles or grounds, there are no designated smoking areas. As an employee you are required to comply with the Non-smoking Policy. I have read the Deputy Client Information Manager Position Description, understand its contents and agree to work in accordance with the requirements of the position. I understand and accept that I must also comply with STARTTS policies and procedures and can be required to work in any location under the jurisdiction of STARTTS. I also agree to strictly observe STARTTS policy on confidentiality of client information or such other sensitive or confidential information that I may come across in the course of my employment. Employee Name: Please print Employee Signature: Date: CHIEF EXECUTIVE OFFICER: Jorge Aroche Signature: Date: NEXT JOB DESCRIPTION REVIEW DUE: August 2017 Page 5 of 5

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