Caroline Tu'itavake

• Provide a full range of administrative and clerical support services, monitoring work priorities and work flow to ensure delivery of efficient and effective patient/client focused Service, including:

- Secretariat to peak patient safety & quality committee meetings and other meetings as required

- manage the day to day incident management information systems for new users, managers and CPIU staff, pulling reports, and monitoring KPSs for system performance

- manage the day to day Quality Auditing Reporting System (QARS) system for new users, managers and CPIU staff, pulling reports and monitoring system performance

- Provide helpdesk functions in the use incident management information systems

- Support the quality and integrity of accurate and timely data collection and data entry to support clinical governance reporting for Sydney/Sydney Eye Hospital

- Support CPIU to keep the SSEH CPIU intranet page current

• Liaise and maintain effective relationships with Senior Managers, line management and staff to facilitate high quality client/patient focused services
• Respond to a range of enquiries (in person and over the phone) providing information and referring enquiries in an effective and responsive manner
• In consultant with the Manager of CPIU manage the day to day documentation of the Safety Alerts Broadcast system from receiving notifications, to tracking recall management to closure of recall risk and reporting on outcome
• Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the organisational values through demonstrated behaviours and interactions with patients/clients/employees
• Maintain responsibilities for personal and professional development by participating in training/educational activities. and performance reviews in order to continuously improve the level and quality of service
• Comply with policies/procedures relating to health or safety in the workplace, as well as notifying any hazards/risks or incidents to my manager
• Proven ability to learn quickly and adapt to new situations.
• Managed time efficiently in order to complete all tasks within deadlines.
• Demonstrated respect, friendliness and willingness to help wherever needed.
• Excellent communication skills, both verbal and written.
• Passionate about learning and committed to continual improvement.
• Adaptable and proficient in learning new concepts quickly and efficiently.
• Identified issues, analyzed information and provided solutions to problems.

Process all medico-legal requests for information received from Medical Officers, Patients, Solicitors, Insurance Companies and Medical Administration and all release of information requests for Sydney & Sydney Eye Hospital. Maintain data integrity by correctly issuing new and old medical record numbers, updating patient information, checking double registrations and UPI potential duplicates, tagging patient names and maintaining number registers. This includes but is not limited to:

iPM

• Maintaining the integrity of patient information in iPM for Sydney and Sydney Eye Hospital by correctly issuing new Medical Record numbers (MRNs), updating patient information, checking and rectifying double registrations and UPI potential duplicates, tagging patient names and maintaining number registers.
• Responding to a range of enquiries (in person and over the phone) providing information and referring enquiries in an effective and responsive manner.
• Providing accurate and concise reports, documents and/or correspondence in relation to patient mix ups and duplicates, in accordance with SESLHD policies and procedures.
• Investigate and resolve duplicate MRNs, including liaising with SESLHD Unique Patient Identifier (UPI) Department.
• Undertake daily audits of iPM and e*Index to identify potential duplicate medical record numbers.
• Investigate and merge records in patient information systems.
• Maintain monthly audit statistics on duplicate MRNs and allocation of new MRNs to report to Management.
• Liaise with all staff including Community Health in regards to resolving duplicate MRNS and data errors in iPM.
• Conduct daily audit trails (Daily Audit Trails, PMI Identifier Changes List, Redirections List and Deletion List) to ensure all activities were carried out according to SESIAHS Patient Registration and Auditing Policy.
• View, resolve and redirect any necessary errors on the PMI for the UPI.
• Ensure confidentiality/release of information guidelines and policies are adhered to at all times.
• Collect statistics monthly and forward to the relevant Manager.

Medico-legal

• Accept, register receipt enclosed monies, retrieve records and process all requests including requests from Doctors, Solicitors, patients, Ambulance Service, Blood Bank and Government agencies. Follow up outstanding monies with the relevant party.
• Locate and retrieve records upon request from Police for a police statement (referring to medico-legal procedure manual)
• Assist in any enquiries made by Medical Administration, which may arise as a matter of urgency
• Answer and process all telephone and fax enquiries in a prompt and polite manner, take requests for information and deal with all general enquiries.
• Retrieval of records, processing and mailing correspondence for all FOI, HRIP, Clinical Notes, Summary of Injuries and Medical Report requests.
• Process and mail follow-up letters for all requests
• Access iPM, Ward Information System and other patient information systems to obtain patient information.

overall

• View and update record locations as per departmental policy.
• Attend meetings as required and read all meeting minutes.
• Undertake training and educational programs as required.
• Assist with training of new medical record staff.
• Promote a "customer focus" philosophy within the organisation to ensure service delivery.
• Understand the principles of accreditation and quality improvement and their associated impact on the medical record service.
• Provision of information to relevant stakeholders within NSW Health.
• Ensure that confidential health information is safeguarded from unauthorised access.
• Maintain responsibilities for personal and professional development by participating in training/education activities, and performance reviews in order to continuously improve the level and quality of service.
• Undertake other duties as directed by the Manager, Health Records SSEH and /or the Manager, Health Records relevant to/consistent with the award classification.