JOB PROFILE

GRADE: Grade V – Medical Secretarial and Central Appointment Scheduling Team

RESPONSIBLE TO:Patient Services Manager

REPORTING TO:Deputy Patients Services Manager – Grade VI

ROLE SUMMARY:To manage the operational activities of the area of responsibility assigned, to ensure there is an effective and efficient delivery of services. To produce professional, timely and accurate transcribed data. This is a working supervisory post.

Principal Duties and Responsibilities:

  1. Manage the operational activities of the area of responsibility assigned as appropriate to the Job outline of the post
  2. Ensure all relevant correspondence are transcribed in a accurate and timely manner – to include proof reading transcribe material by trainee staff
  3. Ensure that all standard operating procedures & practices adhere to the national protocol for the management of outpatient services
  4. Manage each OPWL as per the national protocol and internal procedures.
  5. Assist in the rolling out of OPWL to other areas including training of staff
  6. Manage staff to achieve weekly Key Performance Indicators as developed & ensure timely reporting of same to Patient Services Management.
  7. Assist in the development of further meaningful KPIs as required
  8. Co-ordinate staff workload including staff rotation and monitor levels of service activity in your area of responsibility
  9. Ensure appropriate administrative duties are carried out on a daily basis
  10. Plan, implement and resolve daily operational duties of staff and workload of the area assigned
  11. Train, develop and lead staff to assist the Hospital to meet it’s obligations as set out by NHO reports, HIQA reports etc. on OPD appointment scheduling
  12. Assist with identifying and implementing new processes, as required, to ensure that the reporting requirements of OPD appointment scheduling are met
  13. Ensure Information technology systems e.g. PAS, Absence records, are maintained and recommend / initiate developments and or corrective action procedures as required
  14. Train, develop, motivate and lead staff to ensure section / department goals are continually achieved
  15. Attend meetings (on-site & off-site) as required and assist the hospital management in reporting activity levels to the RCSI Waiting list group and any others, as requested.
  16. Identify gaps in resources and service provided and opportunities for improvement and initiate steps to accomplish same within area of responsibility
  17. Continually develop and improve channels of communication systems and good working relationships between staff and other departments
  18. Identify training needs and professional development requirements in consultation with staff and the Human Resources Department.
  19. Ensure that each team member clearly understands the reporting relationship within the their section , department and to the Patient Services Manager
  20. Pro actively deal with employee relations issues at local level as appropriate
  21. Educate staff to ensure Hospital policies and procedures are appropriately implemented and continually reviewed as they relate to the department
  22. Deputise for the Deputy Patient Services Manager in his /her absence
  23. Undertake continuing education and development activities consistent with the position e.g. National reports that will effect the collation & reporting of OPD appointment scheduling timeframes
  24. Other duties appropriate to the post as assigned from time to time.

Hours of work:37 hours per week

Annual Leave entitlement:28 Working days per annum (January to December)

Salary Scale:As per national agreement

Interpersonal skills:

The successful candidate should possess excellent interpersonal skills and awareness/sensitivity towards patients needs and performs duties in a manner which is conducive to harmonious team-based intra and inter-departmental relationships. The successful candidate may be required to represent the Patient Services department at internal or external meetings.

Key Working Relationships:

Patient Services Department Team Leader and assigned team colleagues, Medical colleagues, and midwifery/nursing team, patients and the general public.

Performance Metrics:

Key Performance Indicators have been developed for this role and successful candidate will have an integral part in the reporting of same. The candidate will also manage sub standard work output or performance at a local level in the first instance.

Note: These responsibilities and accountabilities are a guide only and are subject to addition, review and amendment to meet the changing needs of the Hospital.

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