JOB DESCRIPTION

Administration

KaitaiaHospital

Position Title: / Administration
Organisation Unit: / KaitaiaHospital
Location: / KaitaiaHospital, Northland District Health Board
Responsible to: / Operational Manager, KaitaiaHospital, Northland District Health Board
Primary Functions of the Position: / Receptionist and provide Administration duties as outlined in this position description.

Functional Relationships

The Administration personnel will develop and maintain excellent relationships with:

Internal / External
  • All Administration Staff
  • Medical Officers
  • Dental Therapists
  • Physio Therapists
  • Information Services
  • All other members of the Northland District Health Board Teams and services
/
  • All general / public enquires

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 Administration encompasses the following major functions or key result areas:

  • Relief for other administration positions
  • Undertake tasks / projects set by Operational Manager
  • The hours of work are to be negotiated, and include participation in weekend / after-hours and Statutory Holidays rosters. Participation with duties of fulfilling Rostered weekend duties
  • Provide a confidential word processing service for the Operational Manager for specific projects
  • Treaty of Waitangi
  • Health and Safety

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

Key Responsibility Area / Expected Outcomes
Receptionist / Telephonist Component /
  • Attending to main enquiries. Directing public to department required.
  • Ensure A&M casualties are attended to immediately, directing them to the Ward Nurse Manager concerned.
  • Answering all internal calls from wards and administration. Locate staff required.
  • Take written messages for unavailable staff. Refer to staff concerned when available
  • Answering public enquiries re: patient’s conditions, visiting hours and general enquiries.
  • Transferring of all incoming calls to departments required.
  • Obtaining toll calls for the medical team, special requests of wards and doctors.
  • Respond to calls from General Practitioners and other hospital doctors re: admissions
BUS BOOKINGS
  • Booking seats for patients/customers onto the hospital bus, bookings received by either telephone or fax.
  • Collecting information: eg Name; Contact telephone number; Pick up point; Drop off point; Time of appointment;
  • Noting if passenger would like to be returned in the afternoon;
  • Each afternoon typing up a daily list and faxing to both Harrison Bus Co and Whangarei Hospital Receptionist.
POOL CAR BOOKING
  • Booking on car program for Northland Health staff, by telephone, reception, fax or email.
  • Collecting information, time departure, name, and destination.
  • Print each docket and issue out keys for vehicles.
  • On return, feed dockets into computer program, balance and file.
  • Each month balance mileage and missing dockets. Print reports and send to Whangarei financial services

Physio Administrator /
  • Attending to main enquiries.
  • Make new & follow up appointments as requested
  • Verifying, updating and collecting personal information.
  • Monitoring of all incoming calls to the department

Laboratory Receptionist /
  • Attending to main enquiries. Directing public to department required.
  • Verifying, updating and collecting personal information
  • Managing laboratory request forms and information
  • Prioritising urgent laboratory requests
  • Maintenance of standing orders and yearly review follow ups
  • Maintenance of protocols for payments required for immigration, insurance and overseas patients.
  • Maintaining laboratory fax reporting protocols
  • Maintaining laboratory protocols for laboratory results
  • Maintaining timely transfer of specimens and requests forms to the laboratory for processing

Medical Records Component /
  • Filing of reports.
  • Changing of folders of current patients.
  • Tracking of Medical Records and filing of same.
  • Pulling of Clinical records required by Outpatients Department, General Ward and other departments.
  • Identify and record NMPI numbers for merging at Whangarei on specified form.
  • Management of A&E records.
  • Keep a register of other hospitals’ notes and when they were returned.
  • Copying of notes as requested in compliance with the Privacy Act.
  • Responsibility for tracking audit.
  • Attendance at Clinical Records Committee monthly meetings.
  • Other clerical duties as specified by the Operational Manager.

ACC /
  • Data entry when required

RUS Inputting and Auditing /
  • Input details each week.
  • Audit RUS data on a regular basis.
  • Reconcile Batch Scan at the end of the month – RUS reports.

General Ward Clerk
Pre-admissions & Admissions /
  • Ward audits daily for correct patient occupancy.
  • Prepare patient charts.
  • Obtain patient’s previous records and x-rays.
  • Complete other admission procedures relevant to your area.
  • Update regularly daily room change for patient telephone calls.
  • Generate electronic ED admissions for patient as they present to the department. On admission to the ward, check that they have been discharged from ED.

Patient File
Maintenance /
  • Maintain patient files in a tidy manner.
  • Files to be updated with test results.
  • Collect results from Laboratory.
  • Files to contain sufficient labels and treatment and progress sheets.
  • Put excess notes into correct folders for easy access.
  • Track patient notes back to Medical Records.

Transfers /
  • Arrange for relevant copies of notes, x-rays etc to accompany patient.
  • Transfer forms completed where applicable.
  • Complete Transfer of X-Ray slip for transferred patients.

Discharges /
  • Make follow up appointments as requested.
  • Collate patient notes
  • Forward discharge letters to GP.
  • Ensure notes are completed with diagnosis etc by clinician, forward notes to next destination.
  • Discharge on computer system.
  • Follow up on inquiries from discharged patients that the Referrals to other hospitals for further treatment have been sent, and if not have Doctor concerned attend to this.
  • Fax discharge letters to other Healthcare Organisations as requested.
  • Mail out discharge letters to patients discharged from Ward, or ED or ACC forms that have been left in the patient’s notes.

X-rays /
  • Order tests requested by clinician

Appointments /
  • To be made before the patient leaves the ward. If this is not possible, post and/or telephone.

Communication and Liaison /
  • Receive and relay messages.
  • Phone to be answered promptly and courteously.
  • Patients and visitors to be received in a courteous manner.
  • Inquiries from patients, visitors and other staff dealt with courteously, referring inquiries to the appropriate Medical/ Nursing personnel.
  • Sort and distribute mail.

Registers /
  • To be current and tidy at all times.

Valuables and Deceased Persons Property /
  • Ensure all valuables and deceased persons’ property are contained in the appropriate envelope and the documentation is accurate and complete.
  • Ensure other property has been packaged in a “Patient Property Bag” and labelled with the official form listing the contents fixed to the outside of the bag.
  • If property is not removed from the ward immediately by the relatives, please deliver it to the Administrative Officer.

Statistics /
  • Data to be recorded as requested.

Stock Control and Maintenance /
  • Stationery stock levels for the ward are to be maintained.
  • Weekly stores requisitions to be completed.
  • Complete imprest orders every Wednesday for delivery Thursday.
  • Storage of stock and check order on delivery.
  • Regular imprest level checks.

Computer skills /
  • To be executed as required by the Patient Management System.

General Office Duties /
  • Filing, photocopying and other clerical duties as requested by your Nurse Manager or Controlling Officer.
  • Any photocopy that the Health Care Assistant is unable to attend to.
  • Update after hours on call roster whiteboard, update Drs Daily Roster and ensure A&E have a copy of the latter.
  • Photocopy Whangarei Doctors roster for A&E – both AM and PM shifts.
  • Change Consultant and Specialty code for those patients admitted after hours under the Surgical Moss.
  • Have hospital doctors complete Medical Insurance Claims, or Medical Unfit for Work forms as requested, request old notes if required.
  • Re-direct patients mail who have been discharged from ward.
  • Replace phoning lists and Visiting Specialist lists as they are supplied.

Repair Requisitions /
  • Activate requisitions as required.
  • Complete a WIMS for any servicing required on ward.
  • Complete a WIMS for equipment to be sent away for servicing or re-callibration. Log in the Service Register.

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 /
  • Ensure compliance with designated responsibilities detailed in Northland District Health Board’s Health and Safety Policy and annual objectives
  • Promote an environment of physical, occupational, cultural, ethical and legal safety
  • Participate in the organisation’s Health and Safety Management training programme.
  • 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
  • Good working knowledge of Microsoft Word/Excel/Publisher/Power Point programmes.
  • Accurate Word Processing Skills

Experience
Essential / Desirable
  • Participation in weekend / after-hours and Statutory Holidays rosters.
/
  • Previous experience in a health environment.

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)
/
  • 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
  • Communication skills
  • Clerical skills
  • Keyboard/Computer skills

Personal Attributes
  • Ability to communicate effectively with a wide range of people.
  • Be an effective team member.
  • Good work organisational skills.
  • Ability to work unsupervised.
  • Pleasant telephone manner.
  • Ability to be flexible, versatile and open to change.
  • Be an extremely motivated person, who can work well under pressure.
  • Smart tidy appearance
  • Personable manner

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:
Signature of employee:
Date:

Page 1 of 8