position description template - bopdhb · leave purposes if possible. provides input in training...
TRANSCRIPT
Position Description
Position Title Scheduler / Administration Support
Service Group Medical Services
Team Scheduling / Administration
Reports to Team Leader (Scheduling), Medical Services
Direct Reports
Authority Level
Issue Date May 2020
Approved By
The Bay of Plenty District Health Board The District Health Board’s fundamental purpose is to work within the resources allocated to it, to improve, promote and protect the health of the whole population within its district, and to promote the independence of people with disabilities. Vision: Healthy, thriving communities. Mission: Enabling communities to achieve Our Values: Compassion, All-one-team, Responsive, Excellence
The Bay of Plenty District Health Board (BOPDHB) is committed to the Treaty of Waitangi principles of Partnership, Participation and Protection, and to meaningful engagement in decision-making with Tangata Whenua at strategic, operational and service levels. Delivering this commitment is through: the implementation of our He Pou Oranga Tangata Whenua Determinants of Health framework: respect for and promotion of our Kawa and Tikanga Māori; ensuring cultural safety; seeking to eliminate disparities in health between Māori and Non Māori. All staff have a part to play in this commitment. Primary Purpose This role contributes to the delivery of excellent administration and scheduling services for people receiving treatment and care within the Medical Service.
Key Accountability– Administration / Scheduling Medical Services
Jobholder is accountable for: Jobholder demonstrates achievement by:
Key Areas Of
Responsibility Expected Outcomes Performance Measures
1 Customer Service
Provides a welcome
and courteous service
to patients and their
families
Establishes good
interpersonal relationships
with service users.
Maintains confidentiality in
accordance with the Privacy
Act.
Ensures office environment is
maintained in a professional
manner.
Shows an awareness of the
needs of patients, families
and staff in times of stress
and responds warmly and
sensitively.
Answers incoming calls
promptly in a polite and
helpful manner.
Relays messages accurately
and promptly.
Provides general assistance
and information to patients,
their families, clinical and
clerical staff.
Patient and family feedback around
access to the service is positive.
Patient centred scheduling processes
are evident within scheduling.
2. Waiting List
Management
Provides a competent
clerical service to the
Medical Service
Waiting list for referrals is
managed and Wait List
accurately reflects true status.
Waiting list management process is
meets MOH guidelines for FSA, FU
and Treatment lists (where applicable)
3. Referrals
Receive entered referrals
from Regional Referral centre
for grading.
Return graded referrals to
Regional Referral Centre for
processing.
Maintain an appropriate filing
system for referrals awaiting
appointment.
Referrals distributed promptly for
grading and followed up if not
completed.
All referrals are graded within 10 days
of receipt.
Referrals returned to Referral Centre
in a timely manner.
Hard copy of referral able to be
located easily for appointing/reference.
No complaints from users.
4. Manages booking of
assigned Outpatient
Clinics
Clinics are fully booked and
patients notified of
appointment time two weeks
prior to appointment.
Sends reminder
communication as required.
Monitors diagnostic review
clinics and holding clinics to
ensure patients are seen in a
timely manner.
Monitors confirmation reports
and ensures cancellation slots
are filled.
No scheduled gaps in clinics, with
clinics well utilised
Contributes to decreased DNA rates.
5. Medical Information
Medical records requested by
clinical staff are retrieved
/sent promptly.
Medical records are available if
requested.
6. Teamwork
Demonstrates responsibility
and commitment to Medical
Services.
Presents an image that
demonstrates competency
and professionalism to
patients, families and other
Actively contributes to the Medical
Administration Team culture and work
place environment.
Service improvement issues are
identified and escalated to line
manager and service leadership.
team members.
Undertakes additional tasks
as required to support team
members and service
delivery.
Takes responsibility for
delegated tasks, seeking
guidance if required.
Provides cover for other team
members for sick and annual
leave purposes if possible.
Provides input in training and
support of relievers.
Contributes to continuous system
improvement.
Demonstrates willingness and
helpfulness in supporting all members
of the service team and wider
organisation.
Maintains a desk file and task list for
own role; accesses desk files and
processes to support other team
members.
7. Clerical Support
tasks
Orders stationery/stores to
ensure minimum stock levels
are maintained as required.
Registers maintenance
requests.
Photocopying/faxing as
required.
Mail incoming/outgoing sorted
and distributed promptly and
efficiently.
Ensures all office equipment
is maintained to an efficient
working standard.
Stationery supplies sufficient to
maintain department operation.
Office equipment in good working
order.
This section may be stapled directly into the Performance Development forms (Part 1 – Expected Results)
This position description is not exhaustive and the incumbent may be requested to perform
any reasonable task within the scope of the position as requested by the Line Manager.
This position description will be reviewed from time to time in consultation with the
incumbent. The key performance indicators are a guide only and the relevant indicators
should be agreed at annual performance appraisal
Key Relationships
Internal External
Scheduler Team Leader
Co-ordinator
Cluster Leaders
Clinical leads within department / service - Head of Department and Clinical Nurse Manager
SMO’s and RMO’s
Specialty Nurses
Outpatients Department
Other Administration Teams
Allied Health Professionals
Medical Leader
Patients
Key Community Stakeholders
Person Specification
Essential Desirable
Experience Clerical / administrative / scheduling experience
Excellent computer and word processing skills including – Word, Excel, WebPAS, CHIP, CIDA
Able to communicate effectively with a wide range of people
Understanding of the health system
Attributes Patient care focused – right care to the right person in the right time.
Demonstrates solution focused approach to challenges
Attention to detail and able to develop/ improve processes
Friendly and able to communicate with a wide range of patients, families and staff
Able to remain calm when faced with distressed or anxious patients, families or
staff.
Values Demonstrates behaviours consistent with the BOPDHB values.
You agree to demonstrate flexibility and a willingness to perform a variety of tasks to promote and support BOPDHB initiatives. You are required to meet the Health and Safety at Work Act 2015 requirements as set out in the BOPDHB Health and Safety policies and protocols. This includes completing successfully any health and safety training provided by the BOPDHB. You are required to maintain a standard of health which will allow for the performance of all
duties and functions of the position. All BOPDHB sites are smokefree environments.
Vulnerable Children Act 2014 Due to this position having contact with children and the BOPDHB’s commitment to child protection, you will be subject to ‘safety checks’ under the Vulnerable Children Act at the time of hire and thereafter as per the relevant legislation.
Position Holders Declaration I certify that I have read, understand, and agree to this position description.
Name: __________________________________________________
Signature: __________________________________________________
Date: __________________________________________________