POSITION DESCRIPTION

This position description is a guide and will vary from time to time, and between services and/or units to meet changing service needs

The Canterbury District Health Board is committed to the principles of the Treaty of Waitangi and the overarching objectives of the New Zealand health and disability strategies

Position Title: / Resident Doctor Coordinator (Medical or Surgical)
Operational Reporting: / Team Leader, Resident Doctors’ Support Team(RDST Team Leader)
Key Relationships/ Customers / Internal relationships
  • Operations and Service Managers
  • CDHB Finance Managers
  • Clinical Directors and Senior Medical Officers
  • Medical Education & Training Unit and Educational Supervisors
  • People & Capability Staff
  • Resident Medical Officers
External relationships
  • NZ Resident Doctors’ Association
  • Medical Council of New Zealand
  • Immigration New Zealand
  • Other District Health Boards
  • Primary care providers in the Canterbury Health System

Organisational Vision: /
  • The Canterbury District Health Board’s vision is to promote, enhance and facilitate the health and wellbeing of the people of the Canterbury District.

Organisational Values /
  • Care & respect for others
  • Integrity in all we do
  • Responsibility for outcomes

Role Purpose / The Resident Doctor Coordinator (Medical or Surgical) will be responsible for the effective coordination of the Resident Doctor workforce on a daily basis, including but not limited to rostering, leave management, and advice about recruitment. The purpose is to ensure support for Resident Medical Officers (RMOs) and support for services in relation to RMO staffing.
Key deliverables include:
  • Planning, developing and coordinating rosters
  • Supporting CDHB services and primary care settings where RMOs work
  • Support for services and Medical Education & Training Unit regarding sharing of information about RMOs and their training
  • Compliance with the NZ Resident Doctors Association MECA and legislation

Complexity /
  • Participation in workforce planning in collaboration with CDHB clinical leaders and management.
  • Ensuring services are appropriately resourced with RMOs. This includes workforce prioritisation
  • Coordinating multiple 24/7 rosters
  • Contingency planning with services when there are roster absences
  • Compliance with the NZRDA MECA and other legislation
  • Pastoral care and support to RMOs
  • Managing RMOs leave and managing reliever requirements and allocation

Rostering and operational cover of Resident Doctors
Operational
  • Produce accurate MECA compliant rosters that meet operational needs
  • Active management and reporting of RMO leave (sick, annual, medical education, other)
  • Coordination of the relief pool andextra duties to cover leave
  • Contingency planning relating to roster cover issues. Escalating as appropriate to the Service Manager on call and to theRDST Team Leader and other service representatives
  • Early identification of roster issues and escalation and proactive discussion/planning with services on strategies
Development
  • Working with services and RMOs to develop efficient MECA compliantrosters
  • Provide advice and assistance to services that produce and coordinate their own rosters
  • Develop and maintain solid and effective working relationships with the RMOs and services in order to achieve the maximum efficiency of the rostering process and design service specific solutions

Responsible for accurate data entry and reporting on Resident Doctor activity
Data Entry
  • Maintain timely and accurate data of RMO activity including but not limited to:
  • Sick leave
  • Medical Education leave and costs
  • HR and Payroll
  • Additional duty activity
  • Run Allocations Template
  • Status of practicing certificates, work permits and indemnity insurance
  • Entry into Microster
  • Assist Service Managers / RDST Team Leader with processing of exception payments within delegated authority
  • Action changes to payroll related to category changes, new starts, terminations etc.
Reporting
  • Assist with administration of run reviews
  • Monitoring staff changes and coordinating run allocations.
  • Action leave reports for proactive leave management
  • Report on Roster gap information for planning and analysis
  • Proactively monitor HR reports
  • Payroll audits to ensure correct remuneration of RMOs

Assist with the RMO Operational Planning
  • Assist with the projection of recruitment needs throughout the year by ensuring accurate data in the run allocations template.
  • Keep departments informed of RMO changes in a timely manner
  • Monitor Resident Doctor movements between departments for training requirements
  • Assist with decisions about RMO run allocations including but not limited to;
  • Transacting run allocations as directed by the RDST Team Leader
  • Gathering RMO run preferences
  • Maintaining an accurate spreadsheet of run allocations updating changes in a timely manner.
  • Provide advice and support to METU and RDSTTeam Leader for RMO run allocations
  • Understand the complexities of the RMO workforce and individual RMOs needs from an employment and training perspective and be able to communicate this with services to ensure the best support for RMOs and best outcomes for services.

Supporting RMO employment and wellbeing
  • Supporting RMOs with pastoral needs. This includes roster modifications where needed
  • Provide advice to RMOs with regard to payroll enquiries and where appropriate facilitate the correction of any issues
  • Provide advice to RMOs and services about the MECA and relevant legislation

Medical Workforce Compliance
  • Maintain accurate records and documentation of RMO regulatory requirements such as current annual practising certificates, working permit status, and indemnity insurance. Advise the RDST Team Leader and service representatives of any issues.
  • Compliance with legislation including the Vulnerable Children’s Act.

Communication and Information
  • Use appropriate methods to communicate information with RMOs, managers, clinical leaders and other internal/external stakeholders in a timely way.
  • Maintain regular and appropriate contact with the NZ Resident Doctors Association and their local delegates.
  • Maintain current information, documentation and publications for RMOs on the RDST Intranet site and other environments.
  • Timely updates to services about issues affecting RMOs and rosters

Other duties are undertaken as reasonably directed
  • Other duties are undertaken as reasonably directed by the RDST Team Leader. At times this may include taking responsibility for tasks across the wider Canterbury and West Coast District Health Boards.

Health & Safety
  • Observe all Canterbury DHB safe work procedures and instructions
  • Ensure your own safety and that of others
  • Report any hazards or potential hazard immediately
  • Use all protective equipment and wear protective clothing provided
  • Make unsafe work situations safe or, if they cannot, inform your supervisor or manager
  • Co-operate with the monitoring of workplace hazards and employees health
  • Ensure that all accidents or incidents are promptly reported to your manager
  • Report early any pain or discomfort
  • Take an active role in the Canterbury DHB‟s rehabilitation plan, to ensure an early and durable return to work
  • Seek advice from your manager if you are unsure of any work practice

Quality
  • Every staff member within CDHB is responsible for ensuring a quality service is provided in their area of expertise. All staff are to be involved in quality activities and should identify areas of improvement. All staff are to be familiar with and apply the appropriate organisational and divisional policies and procedures.

PERSON SPECIFICATION:

Personal Attributes
  • Highly-developed interpersonal skills, with the ability to establish collaborative working relationships
  • Highly competent communicator who can express ideas logically and convincingly in simple, clear language, both written and verbally
  • Strong organisational skills, with the ability to multi-task, and plan and prepare for outcomes on the basis of priority
  • Well-developed analytical and critical thinking
  • Capacity to work with a ‘sense of urgency’, without compromising the outcome
  • Accepts responsibility for actions
  • A client focus for both internal and external stakeholders
  • A working understanding of the Treaty of Waitangi, and demonstrated commitment to bi-culturalism
  • Initiative and ability to work under pressure

Qualifications & Experience
Essential
  • Strong coordination and scheduling skills gained through hands on work with rostering, planning, project management or similar
  • Microsoft office suite experience with the ability to develop and learn new skills as new software programs and systems are introduced
  • Knowledge of the basic principles of quality improvement
  • Excellent communicator with the ability to relate to customers in a courteous, helpful and compassionate manner
  • Proven ability to develop and grow relationships with internal and external stakeholders.
Desirable
  • Tertiary qualification in human resources, health or health field
  • Experience with Information systems such as HRIS, payroll, electronic rosters
  • Familiarity of the NZRDA MECA
  • Knowledge of the health and disability sector

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by staff in this job classification. Staff members may be requested to perform job related tasks other than those specified.

Page 1 of 4June 2016