Mater Misericordiae University Hospital

Mater Misericordiae University Hospital

Dublin

Job Description

Job Title / Grade:

HIPE Manager, Grade VII

Department / Division:

HIPE, Finance Department

Location:

MMUH main site

Reporting Relationship:

Director of Finance

Responsible to:

Director of Finance

Effective Date: November 2016

Review Date: ______

FUNCTION

The Government’s health reform programme, ‘Future Health’, aims to improve the population’s health, assist health service staff to improve services to the public, and demonstrate to taxpayers that value for money is being delivered.

A NEW Activity Based Funding (ABF) Model is being introduced. Activity data from the acute hospitals captured through the Hospital InPatient Enquiry (HIPE) system is the corner stone of the ABF program. The HIPE data also forms the basis for research, planning and development, etc. The HIPE Manager will be responsible for ensuring the timely collection of this data, for the quality of the coding, for providing training and support to the clinical coders and for the interpretation of the resultant data. The HIPE Manager will be knowledgeable and have expertise in the extraction of HIPE data according to national coding guidelines. The HIPE Manager will be knowledgeable in medical terminology, in clinical coding and in the International Classification of Diseases ICD-10-AM and Australian Refined Diagnosis Related Groups (AR DRGs). The HIPE Manager will have the ability to write, generate and present documents and reports in a professional manner.

The HIPE Manager will be responsible for:

Leadership:

·  As a senior member of the Finance Management Team, contribute to the strategic development of HIPE in the Mater Misericordiae University Hospital (MMUH).

·  Contribute to the development of MMUH’s Activity Based Funding (ABF) model.

·  Develop good relationships with Internal (e.g. Clinicians, Finance, Information Management Services, Clinical Directorates) and external stakeholders (e.g. Ireland East Hospital Group (IEHG), Healthcare Pricing Office (HPO)) to enable the work and advancement of HIPE in MMUH.

·  Support the MMUH’s move to real time reporting and data collection.

·  Lead and co-ordinate the work of the HIPE Department promoting an effective working environment within and across the Department.

·  Lead changes in work practices, procedures, techniques and technologies, in accordance with agreed core standards and best practice.

·  To keep informed & up to date on relevant developments in hospital systems & related IT matters & to promote/implement improvements as appropriate.

Data Collection:

·  Oversee the collection of all HIPE activity data returned to the Health Service Executive (HSE) / Department of Health and Children (DOHC).

·  Ensure that KPIs, Targets and Goals are clearly set for all staff. Introduce and maintain systems for evaluating the service being provided. Work schedules and work programmes are to be reviewed on an on-going basis to ensure the most effective and efficient deployment of staff and other resources in light of changing service needs. To assess the development needs of staff and undertake training.

·  Ensure that all relevant activity is accurately collected and returned in a timely manner to all relevant parties, both inside and outside the hospital.

·  Liaise closely with the ABF Accountant in the collection of data for Patient Level Costing.

·  Set guidelines and policies for the department, to ensure the capture of complete and accurate information.

Data Management:

·  Liaise closely with the Director of Finance, ABF Accountant, the senior management team and clinicians, to agree a suite of HIPE / ABF management reports for the hospital.

·  Produce monthly HIPE management reports detailing actual clinical activity and related value, at hospital, specialty and individual consultant level.

·  Analyse and interpret HIPE data notified by HPO.

·  Interact closely with Clinical Directorates, clinicians and senior management in the production and dissemination of clinical reports.

·  Ensure that the Director of Finance receives monthly reports for strategic action, as agreed, and where appropriate. Assess where even timelier reporting may be beneficial.

·  Effectively handle queries regarding HIPE coding data.

·  Implement rigorous audit systems to ensure that data is accurate and that trend analysis reports are produced for senior management in a timely manner.

·  Build and maintain good relations with the HPO to facilitate the success of the HIPE function.

·  Ensure confidentiality of patient data at all times.

Training, education and support:

·  To provide a learning and supportive team environment to the HIPE department. To enable staff strive for and achieve excellence in quality of their work undertaken, creating an environment where staff have pride in their work and that of their colleagues.

·  Mentor, motivate and encourage staff to develop their skills by attending courses etc and to actively develop their future career in the health services.

·  Develop individual training schedules for coder’s based on their individual requirements.

·  Develop the clinical coding knowledge of the coders to an internationally recognised standard.

·  Develop relevant training and education programmes for all hospital staff, in order that they are appropriately skilled and knowledgeable in HIPE.

Line Management:

·  Ensure staffing levels are sufficient to meet service needs in all relevant areas and that they remain within agreed levels.

·  Monitor staff absence/leave/time keeping and ensure that workload is covered during times of absences and report relevant details to the Human Resources Department and Director of Finance on a regular basis.

·  Play an active role in the recruitment of relevant staff.

·  Actively participate in staff performance review.

·  Hold regular meetings to relay information and receive feedback in relation to service provision.

·  Develop and communicate a strategy and vision for the department.

Service Quality:

·  Data quality and audit are critical to the HIPE data. To contribute to a process of continuous process improvement within the HIPE Department, particularly in the areas of data quality, audit and timeliness.

·  Data quality tools such as the HIPE Coding Audit Toolkit (HCAT) / The Checker to be used to evaluate quality of coding and to identify ‘outlier’ coding.

·  Chart based audits to be undertaken on a regular basis and to include charts identified through HCAT.

·  Develop and put in place quality systems to ensure that services are provided to an agreed quality standard documenting these standards.

·  Develop relevant performance indicators by which service quality can be monitored over time.

·  Ensure staff understand the importance and relevance of quality in relation to their everyday work – chart organisation, clinical data clearly written in charts, etc.

·  Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role.

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PERSON SPECIFICATION

1.  QUALIFICATIONS

·  Third level qualification would be preferable.

2.  EXPERIENCE

·  Minimum five years’ experience at a senior level.

·  Knowledge and application of informatics.

·  Significant knowledge / experience of clinical coding including working in a hospital setting would be desirable.

·  Experience in reviewing clinically coded data desirable.

·  Knowledge of clinical quality standards.

·  Expertise in reporting, analysing and manipulating clinical and numerical data.

·  Experience of developing staff and managing teams.

3.  PERSONAL SKILLS

·  Excellent team working and interpersonal skills.

·  Ability to lead and motivate others.

·  Proven problem solving ability while maintaining a flexible approach.

·  Highly developed influencing and negotiating skills.

·  Proven high level of ICT capability and expertise.

·  Ability to successfully manage a range of different projects and work activities concurrently, in order to meet strict reporting deadlines.

·  Ability to proactively identify areas for improvement and to develop practical solutions for their implementation.

·  Ability to use resources effectively, challenging processes to improve efficiencies where appropriate.

·  Ability to embrace change and change local practices accordingly.

·  Ability to present data at local and national level in a clear and concise manner that is comprehendible by the audience.

·  Should be self-confident, energetic and persuasive.

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General Responsibilities and Accountabilities

1.  Confidentiality

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.

2.  Policies & Procedures

You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.

3.  Hygiene Standards

The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

4.  Health and Safety

Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

5.  Information Technology

Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organisation.

6.  Business Continuity Management

Business Continuity Management (BCM) is a holistic management process that identifies potential impacts that threaten an organisation and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders and reputation” (BS 25999) All Staff employed in the Mater Misericordiae University Hospital are obliged to:

-  make themselves familiar with the Organisational BCM Policy

-  attend BCM education sessions provided for them

-  make themselves familiar with their individual roles as set out in their departmental business continuity plan if applicable and or the Organisational business continuity plan

Note:

These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. The incumbent HIPE Manager will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate. The job description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis.

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