JOB DESCRIPTION

Booking Clerk

Surgical/GynaeOutpatient Department

Position Title: / Booking Clerk for Surgical/GynaeOutpatient Department
Organisation Unit: / Surgical Outpatient Department
Location: / WhangareiHospital, Northland District Health Board
Responsible to: / Clinical Nurse Manager, Outpatient Department, Northland District Health Board
Primary Functions of the Position: / To provide effective and efficient management of the Booking System / Booking List and ensure a customer focused service to the patients and their families.

Functional Relationships

The Booking Clerk will develop and maintain excellent relationships with:

Internal / External
  • Clinical Nurse Specialist
  • Clinic Staff
  • Clinical Nurse Manager, Surgical Outpatient Department
  • Medical Staff
  • Admission Staff
  • Nursing Staff
  • Clinical Support Staff
  • Information Systems Personnel
/
  • Internal and External Medical and Paramedical Staff
  • PeripheralHospital Staff
  • Patients and Families
  • Primary Healthcare Providers

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 Booking Clerk encompasses the following major functions or key result areas:

  • Outpatient Clinic / Bookings
  • Customer/Patient service
  • Administrative Duties / Professionalism
  • Ethical and Legal Safety
  • Professional Development
  • Treaty of Waitangi
  • Health and Safety

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

Key Responsibility Area / Expected Outcomes
Outpatient Clinic Bookings /
  • Manage booking appointments for clinics according to the appointment protocol of the Outpatient Department, including the maintenance of pre-booked clinics for external medical staff. Book follow up appointments as required. Cancel and reschedule clinics as required.
  • Ensure the efficient tracking and co-ordination of clinical notes for outpatient clinics. Prepare and check the clinical notes, x-rays and other documentation for patient clinics in collaboration with the nurse co-ordinating the clinic.
  • Maintain confidential patient files, collate and re-assemble outpatient files in accordance with Northland District Health Board policy.
  • Liaise with appropriate departments to arrange acute admissions.
  • Order and collate patient notes as appropriate.
  • Receive and action requests from Ward nursing staff and Ward clerks for outpatient appointments
  • Management of appointments for referral patients utilizing the FSA report
  • Execute computer skills as required for the Patient Management System.
  • Work within MOH guidelines

Key Responsibility Area / Expected Outcomes
Administrative Duties / Professionalism /
  • Maintain a tidy and welcoming area.
  • Receive and relay messages in a professional and courteous manner.
  • Telephone to be answered promptly and courteously.
  • Patients and visitors to be received in a courteous and respectful manner.
  • General office duties as required such as filing, photocopying and facsimile transmission.
  • Receive, sort and distribute incoming mail as appropriate.

Ethical and Legal Safety /
  • The Booking Clerk will demonstrate knowledge and commitment to ethical and safety issues as per Northland District Health Board Policies and Procedures.
  • Can demonstrate a working knowledge of relevant Northland District Health Board Policies and Procedures.
  • Demonstrates an understanding of safe work practices of the Department and Hospital as set out in the Health and Safety Manual.
  • Demonstrates an awareness of relevant legislation and organisational policies on work practices.
  • Identifies where resources may be used effectively and efficiently.
  • Demonstrates an ability to work without imposing personal values and beliefs.

Cultural Safety /
  • The Booking Clerk works in a manner which recognises and respects the unique cultural identity of all people.
  • Demonstrate an ability to understand differences in values and beliefs of self and others.
  • Demonstrates an awareness of patient’s cultural and spiritual beliefs ensuring the patient feels respected.
  • Identifies when policies and environments could be barriers to meeting health needs and refers appropriately.
  • Identifies people that require interpreter services

Professional Development /
  • The Booking Clerk will interact effectively with inter-disciplinary team members, patients and their families.
  • Demonstrates an ability to work effectively with inter-disciplinary team and other health providers.
  • Participates in the quality assurance process, which leads to the adoption of improved policies / protocols / standards for the service.
  • In collaboration with peers, provides and seeks feedback constructively.
  • After identifying own learning needs will participate in education and courses relevant to practice and professional / personal development.
  • Is capable of working autonomously, whilst displaying a commitment to function as an integral team member of the organisation.
  • Formal appraisal will take place at three months and then not less frequently than annually.

Key Responsibility Area / Expected Outcomes
Treaty of Waitangi /
  • Contribute to the promotion of the principles of Treaty of Waitangi and the involvement of 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
  • Promote an environment of physical, occupational, cultural, ethical and legal safety
  • Observe 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 can be amended from time to time either by additional, deletion or straight amendment by the Clinical Nurse Manager, Outpatient Department to meet any changing conditions, however this will only be done in consultation with the employee.

Person Specification

Education and Qualifications

EssentialDesirable

  • Computer skills e.g. Word, Outlook calendar, Excel spreadsheets
/
  • Computer skills with NDHB patient management system

  • Medical terminology course

  • Previous health environment experience

Awareness and Understanding of
Essential / Desirable
  • Patient confidentiality
/
  • 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
  • Computer Skills
  • Excellent Communication Skills
  • Demonstrated accurate documentation skills
  • Ability to work under pressure
  • Confidentiality
  • Organisational skills
  • Demonstrated commitment to ongoing education
  • Initiative
  • Knowledge of Patient Management System (ALPHA)
  • Medical Terminology

Personal Attributes
  • This position requires a highly organised person to work in the Outpatient Department at WhangareiHospital
  • You will have interpersonal and communication skills, a confident and approachable manner with the ability to work autonomously as well as part of the team.
  • Computer skills are essential and training in the Outpatient Booking System will be provided.

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

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Acceptance

Acceptance of the position implies acceptance of this position description.

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