Date: October 2015 Job Title : MDM and Data Coordinator: Department : Surgical and Ambulatory Services Location : North Shore Hospital Reporting To : Lead Cancer Coordinator Direct Reports : Nil Functional Relationships with : Internal Surgeons, Physicians Pathology Radiology Registrars, House Surgeons/Officers Clinical Nurse Specialist cancer Coordinators Other clerical staff Medical Records Scheduling and booking Screening Programmes Diagnostic Services External Regional and National DHB s Consultants Clerical Staff Pathology/Radiology Patients and families Purpose : to facilitate well-functioning Cancer Multidisciplinary Meetings and collect and use clinical data to assist patient management to meet the Faster Cancer Treatment Target. Waitemata District Health Board -JOB DESCRIPTION - Page 1
Our Purpose, Values and Standards MDM and Data Coordinator: At the heart of Waitemata DHB is our promise of better 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
KEY TASKS Support for Local and Regional Cancer Multidisciplinary Meeting EXPECTED OUTCOMES Communicate with the Lead Clinician/Chair of each individual MDM team to ensure that all cancer patients diagnosed with a primary cancer have their case considered by the relevant MDM Ensure MDM agendas are organized in a logical way for tumour area considering sufficient time is given for complex cases, Generate and circulate a structured MDM agenda/patient agenda prior to the meeting Prepare, collates and ensures relevant documentation/communication is available for the meeting Manages late additions to the MDM agenda with the Clinical Lead/Chair Ensure venue and equipment are prepared for each meeting on site and facilitate linking of other DHB sites into MDM s by video link Acts as a central coordination point for all patients that require discussion at a regional MDM Ensures that WDHB patients are presented at Regional MDM s Prepares, collates and ensures relevant documentation/communication are available for each Regional meeting. Liaises with relevant departments to ensure radiology images and reports, pathology results/slides are available for each meeting. Work closely with Cancer Nurse Coordinators to ensure outcomes of MDM s are generated, circulated and actioned Ensures a register of attendance is maintained with members signing in and out with times Facilitate annual review of Terms of Reference of MDM s with Lead Clinician s and Clinical Nurse Specialists Cancer Coordination Ensure functionality and reporting of cancer MDM activity Waitemata District Health Board -JOB DESCRIPTION - Page 3
Data Administration Ensure data is collected in real time as patients pass through their referral, diagnostic and treatment pathway and provide data that will support clinical staff in delivering quality patient care Collect data from a variety of sources e.g patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases Assist in data collection, analysis and the production of reports when required for the DHB Management Teams, Lead Clinicians, Cancer Network audit programmes and review activity required to meet the DHB statutory requirements. Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times Advise/alert Clinical Nurse Specialist Cancer Coordinators when potential breeches may be occurring Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national indicators Collate audit data and information for MDM s In conjunction with the MDM, review and support the implementation of new ways of working which may influence service changes/developments as the priorities for cancer outcomes IT Use of Microsoft Office and hospital systems such as Concerto Setting up and use of video-conferencing equipment to support internal and Regional MDM s Use Cancer Database and other data bases/hospital systems relating to the cancer pathway Interrogation of the cancer information system to maintain data quality Projects Assist with FCT projects requiring access to data Assist with MDM improvement initiatives Education, Professional and Service Development Maintain up to date knowledge of Faster Cancer Treatment initiatives Adapt to changes that will have impact on data collection and DHB compliance Leadership Provides support to junior MDM and Data Coordinators Provide support to maintain functionality of Cancer MDM s 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. Shows sensitivity to cultural complexity in the workforce and patient population Waitemata District Health Board -JOB DESCRIPTION - Page 4
Recognise Individual Responsibility for Workplace Health and Safety Company health and safety policies are read and understood and relevant procedures applied to their own work activities KEY TASKS Under the Health and Safety in Employment Act 1992 EXPECTED OUTCOMES Workplace hazards are identified and reported, including selfmanagement of hazards where appropriate Can identify health and safety representative for area 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 & Safety Act 1992 & Amendments 2002 Shows sensitivity to cultural complexity in the workforce and patient population Support WDHB H&S Culture by: All Employees Following & complying with H&S policies & processes & applying them to their own work activities Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work Waitemata District Health Board -JOB DESCRIPTION - Page 5
PERSON SPECIFICATION POSITION TITLE: MDM and Data Coordinator: Minimum Preferred Qualification Minimum 4 years secondary school Or equivalent work experience Minimum 4 years secondary school Or equivalent work experience Experience Skills/Knowledge/Behaviour 2-3 years experience in office setting Experience in a health setting Proficient at use of ipm, Concerto, Excel Commitment to quality improvement in healthcare Knowledge of clinical coding, clinical audit and data management Good office and administration skills Ability to work autonomously within a busy Ability to take accurate minutes and follow up on action points. Office administration skills. Oracle ordering Good knowledge of MS office suite, MS outlook. Experience with database programmes Good communicator with good customer service skills 5+ years experience in office administration in a health Proven track record in a previous PA/Secretary/Support role in a health Excellent office administration and organizing skills Ability to work autonomously within a busy health Able to multitask due to the many components within the role Dictaphone translation skills. Oracle ordering Competent in hospital IT systems such as concerto, PIMS Effective Communicator Excellent customer service skills Advanced Knowledge of MS office suite and outlook Ability to create power point presentations. Experience with database programs such as excel or access Waitemata District Health Board -JOB DESCRIPTION - Page 6