JOB DESCRIPTION

Appointments Clerk

Radiology Department

Position Title: / Appointments Clerk
Organisation Unit: / Radiology Department
Location: / Whangarei Hospital, Northland District Health Board
Responsible to: / Clerical Team Leader; and Radiology Manager, Radiology Department, Northland District Health Board
Primary Functions of the Position: /
  1. To provide an efficient appointment service for the Radiology department of Whangarei Hospital
  2. To maintain the booking system for the Radiology department of Whangarei Hospital
  3. To participate as an effective member of the Radiology Clerical team

Functional Relationships

The Appointments Clerk will develop and maintain excellent relationships with:

Internal / External
  • Manager/Clinical Head of Radiology
  • Radiologists
  • Medical Radiology Technologists
  • Radiology Administration Staff
  • Patients and their families
  • Other medical staff in Whangarei Hospital
  • Admissions department staff/Ward clerks/other clerical staff hospital outpatient clinics
/
  • Private Practitioners and Practice Nurses
  • Other Radiology services

Key Responsibilities and Expected Outcomes

Northland District Health Board has established a set of values by which the organisation will respond, in part, to achieving its goals and objectives through their workforce. The following Values and supporting statements are expected behaviours of each individual employed with NDHB:

Values / Supporting Statement
People First
Tangata I te tuatahi / People are central to all we do
Respect
Whakaute (tuku mana) / We treat others as we would like to be treated
Caring
Manaaki / We nurture those around us, and treat all with dignity and compassion
Communication
Whakawhitiwhiti korero / We communicate safely, openly and with respect to promote clear understanding
Excellence
Taumata teitei (hirangi) / Our attitude of excellence inspires success, competence, confidence and innovation

The position of Appointments encompasses the following major functions or key result areas:

  • Maintain organised booking system of specialised radiological procedures
  • Ensure effective management of Radiology clerical services
  • Adherence to NDHB and Radiology protocols, policies and guidelines
  • Treaty of Waitangi
  • Health and Safety

The outcome requirements of the above key responsibility areas are outlined below:

Key Responsibility Area / Expected Outcomes
Maintain organised booking system of specialised radiological procedures /
  • Receive prioritised referrals for specialised procedures, booking dates and time for the most urgent referrals and notifying patients of appointments and required preparations
  • Ensure booking entry on computer system is accurate and complete, entering date and time of scheduled appointment
  • Sort and file referrals that are unable to be allocated, in preparation of booking at the appropriate time in accordance with the priority
  • Ensure the correct preparations and patient instructions are sent with the appointments in a timely manner, either by mail or telephone
  • Liaise and coordinate with clinic secretaries for follow up appointments following Radiology specialised procedures as requested
  • Process requests as required for approved radiological procedures not provided by the NDHB
  • Respond to all queries from Clinicians, Nurses, Clerks and patients regarding bookings and procedures
  • Re-arrange postponed clinics/appointments in accordance with Radiologist/Medical Radiation Technologist requests and patient availability
  • ACC eligible claimants are identified. Forms, reports and data entry relevant to ACC process are completed accurately and in a timely manner according to guidelines
  • Improve the system as need demands

Ensure effective management of Radiology clerical services /
  • In conjunction with other Radiology clerical/administration staff in Whangarei, ensure the effective management of the clerical services for Imaging/Radiology
  • Monitor the efficiency of the booking system, reporting findings to the Clerical Team Leader
  • Attend and contribute in the clerical team meetings, occupational Health & Safety and Quality improvement meetings as pertains to the clerical services of the Radiology service
  • In conjunction with other clerical staff of the Radiology department, participate in the coordination of urgent leave, thereby ensuring the adequate coverage of the clerical services
  • Participate in the training and upskilling of clerical staff covering the appointments role and other roles ad identified by the Clerical Team Leader
  • Ensure the maintenance of the ‘desk-file’ outlining the duties of the position, for the casual employees asked to work in the area from time to time
  • Effective time management, priority setting, coordination and communications skills are practiced
  • Ensure that all concerns, complaints and issues are brought to the attention of the Clerical Team Leader and/or Radiology Manager in a timely and effective manner in accordance with service policies and procedures
  • Acknowledge, report and document errors or omissions promptly in consultation with the appropriate person or the Clerical Team Leader

Adherence to NDHB and Radiology protocols, policies and guidelines /
  • Maintain confidentiality of the client group as per Northland District Health Board (NDHB) policy
  • Ensure knowledge, skills development is ongoing and up to date by taking part in ongoing training relevant to area of work
  • Formal appraisal will take place not less frequently than annually and will involve the formulation of a personal work development plan which will be revised annually

Treaty of Waitangi /
  • Contribute to the promotion of the principles of Treaty of Waitangi and the involvement if Maori within the decision making process for their health and independence, within District Health Board management processes and procedures
  • Include the principles of the Treaty of Waitangi within all aspects of the role and its outcomes
  • Ensure that consultation and engagement processes include appropriate mechanisms to meet the need of Maori in a culturally appropriate and safe manner
  • Attend the Northland District Health Board Treaty of Waitangi Training

Health & Safety /
  • Observe and promote safe work practices, rules and instructions relating to work, and be pro-active in hazard management
  • Willingly co-operate in the achievement of all health and safety goals and initiatives by:
Practicing and observing safe work methods;
The use of safety equipment;
Reporting unsafe conditions or equipment; and
Reporting and documenting all accidents or incidents

Variation of Duties

Duties and responsibilities described above should not be construed as a complete and exhaustive list as it is not the intention to limit in any way the scope or functions of the position. Duties and responsibilities may be amended from time to time, in consultation with the employee, to meet any changing conditions and service requirements.

Person Specification

Education and Qualifications
Essential / Desirable
  • Secondary School education to year 12
  • Computer skills with knowledge of Microsoft software including Word and Excel
/
  • Knowledge of medical terminology

Experience
Desirable
  • Previous experience in Radiology department
  • Understanding of Radiological procedures and preparations
  • Understanding of “quality” and the development of a continuous framework
  • Skilled in problem solving and shows initiative

Awareness and Understanding of
Essential / Desirable
  • The Treaty of Waitangi and its application to the health setting
  • Privacy Act (1993) and Health Information Privacy Code (1994)
  • Health and Safety in Employment Act (1992)
/
  • Health and Disability Commissioner (Code of Health and Disability Services Consumers’ Rights) Regulations (1996)
  • New Zealand Council of Healthcare Standards

Skills & Personal Attributes
Skills
  • Accurate documentation skills
  • The ability to work autonomously and also to work harmoniously within a multi-disciplinary team
  • Good interpersonal and communication skills
  • Pleasant and professional telephone manner
  • Ability to effectively communicate with a wide range of people, and establish harmonious interpersonal relationships
  • Flexibility in work practice and ability to respond positively to pressure

Personal Attributes
  • To have people orientated interests
  • Ability to prioritise time and work

  • Effective team member who actively participates
  • Excellent time management

Performance Development Review

An initial review of performance will be conducted after three months, with an annual review thereafter.

An individual Development Plan will be developed to reflect the contribution this position is expected to make towards achieving the team’s objectives and measures. Key result areas will be developed and agreed at this time.

Authorised by:
Signature:
Date:

Acceptance

Acceptance of the position implies acceptance of this position description.

Position Title: / Appointments Clerk (Radiology)
Signature of employee:
Date:

Appointments ClerkPage 1 of 6

Radiology Department