Shannon STARNES

· Provides a comprehensive consultancy and advisory service to directors of clinical services, medical co-directors, heads of department, operations managers, and their staff on all aspects of human resource management and general conditions of service and administrative matters pertaining to Junior Medical Officers (JMOs) for the EMHS

· Co-ordinates offer of appointment letters and employment contracts to JMOs ensuring compliance with award conditions and relevant human resource management practices

· Co-ordinates and maintains JMO Term allocations in liaison with EMHS Selection Panel Committees and Post Graduate Medical Education Team.

· Maintains accuracy of JMO Establishment position numbers in conjunction with Operations Managers and Heads of Department.

· Coordinates the activities of the Medical Workforce Team providing strategic direction, governance, and support for the JMO portfolio including advertising, recruitment, contracting, appointment, on-boarding and allocation to EMHS JMO vacancies in accordance with legislative and regulatory framework governing public sector employment and corporate priorities.

· Liaises with PGMCWA and organises the recruitment, selection, and appointment of Interns.

· Liaises with the Postgraduate Medical Education Team in relation to the yearly intern orientation program

· Liaises with HSS and ensures accuracy of payroll functions and authorisation of salary payments to JMOs.

· Supervises and oversees the daily operations of administrative staff; ensuring staff are provided with relevant information and resources, site specific induction and on the job training.

· Ensures as far as practicable, the provision of a safe working environment in consultation with staff under their supervision.

· Adheres to the performance framework for procurement and contract management and oversees and promotes to other staff this process and function in accordance with EMHS Policy and the Delegations and Authorisations Schedule.

· Completes mandatory training (including safety and quality training) as relevant to role.

· Performs duties in accordance with the EMHS Vision and Values, WA Health Code of Conduct, Occupational Safety and Health legislation, the Disability Services Act and the Equal Opportunity Act and Government, WA Health, EMHS and Departmental / Program specific policies and procedures.

· Provide ongoing advice and assistance to management and medical staff on human resource, payroll and administrative matters in conjunction with Senior Medical workforce Officers and Manager Medical Workforce.

· Liaise with senior medical staff and heads of specialties and other health services concerning rosters and roster changes for medical officers.

· Perform all duties associated with the rostering application (RoStar) within appropriate timeframes to ensure medical staff receive accurate payment on a fortnightly basis.

· Maintain leave application data for auditing purposes.

· Ensure all medical staff have appropriate qualifications, valid registration and visa approvals to

· be employed by RPH. These details must be maintained on doctor’s personnel records including on the Human Resource Information System (HRIS), Junior Doctor Data Base and Consultants Data Base.

· Maintains and submits JMO payroll/allocation spreadsheets to HSS as advised by Senior Medical Workforce Officer.

· Responds to all incoming enquiries regarding AHPRA/Medical Board of Australia registrations and visas for doctors employed by RPH (or potential employees of). Liaises with other hospitals and health services regarding registration of medical practitioners and visas for overseas doctors employed by RPH.

· Participates in the maintenance of a safe work environment.

· Participates in an annual performance development review.

· Supports the delivery of safe patient care and the consumers’ experience including participation

· in continuous quality improvement activities in accordance with the requirements of the National

· Safety and Quality Health Service Standards and other recognised health standards.

· Completes mandatory training (including safety and quality training) as relevant to role.

· Performs duties in accordance with Government, WA Health, East Metropolitan Health Service and Departmental / Program specific policies and procedures.

· Abides by the WA Health Code of Conduct, Occupational Safety and Health legislation, the

· Disability Services Act and the Equal Opportunity Act.Mentored junior staff members, helping them develop their skills and advance in their careers.

• Maintained strict adherence to industry regulations, minimizing risk exposure for the organization.
• Enhanced communication between team members by organizing regular meetings and fostering open dialogue.
• Established effective relationships with key stakeholders both internally and externally for increased collaboration opportunities.

· Manage the Head of Department’s emails and distribution of department emails.

· Manage the department’s diary ensuring no double bookings and availability

· Collate monthly patient statistics for Department of health.

· Arrange monthly meetings and ensure the agenda has been distributed prior to any meeting

· Manage the payroll for the 20 Orthopaedic Consultants on a weekly basis

· Provide administrative support for the Orthopaedic Department

· Manage the rostering of Junior Doctors and their rotation every 11 weeks.

Autonomously administrate the Elective Waitlist bookings. Manage the variation in presenting fluctuating elective waitlist problems on a day-to-day basis.

Receive referrals regarding bookings and requests for waitlist, arranging booking dates, defer/remove bookings and update computer systems. Advise patients and hospital staff appropriately regarding:

.

Hospital guidelines

Elective Surgery Information

Patient health assessment questionnaire

Fasting and medication information as advised on booking form from Surgeon

Efficiently manage waitlists databases, maintaining and updating multiple IT applications across the organization electronic booking system (EBS), TOPAS and WEBPAS.

Utilizes TOPAS system to search, create, register and update patient information.

Access WEBPAS to check for potential duplicate bookings to ensure the patient is not waitlisted on WEBPAS using sites, e.g. Fremantle and Fiona Stanley Hospital.

Track medical records location and movement to check patient readiness for procedure. Confirming specialist appointments attended and clinic letters reviewed, prior to procedure

Liaise with multiple internal agencies i.e. Language Services and external agencies i.e. Patient Assisted Travel Scheme for remote patients and Corrective Services in accordance with Hospital and Corrective Services Guidelines. To ensure the effective planning and organization of booked elective patients have had their investigations checked before admission to avoid cancellations.

lMonitor and ensure correct Codes for procedures are added to the waitlists in accordance with activity-based funding requirement.

Accountable for the efficient scheduling of pre-operative and theatre bookings in direct consultation with medical staff i.e. Consultants, Registrar Residents and other multi-disciplinary teams, private rooms and other departments. Plans bookings, taking into consideration Surgeons’ leave and their availability for appropriate utilization of theatre time.

Coordination of combined cases – ensure availability of specialty surgeons confirming their attendance, matched to available theatre time. Collaborate with theatre manager and advise theatre staff when organizing high acuity cases which may take longer than the allocated theatre session. Attend regular Theatre List Review meetings with Head of Department, Peri-operative nurse and Nursing Director of Theatres to ensure cases are booked utilizing theatre lists appropriately.

Utilize Theatre Management System (TMS) to confirm order of theatre bookings, reasons for theatre cancellations and completion of procedures. Updating Electronic Booking System and Waitlist accordingly to maintain data integrity.

Effectively communicate with patients and their carers / next of kin, regarding planned elective surgery booking and pre-operative clinic date by phone, mail or fax. This is inclusive of comprehensive information sharing across the multidisciplinary team, answering enquiries from internal and external stakeholders related to elective bookings. Liaise with booked admissions and bed management teams to acquire the most appropriate type of bed for the elective patient

Effectively and proactively manage the dynamic changes of the theatre lists related to Cancellations either Hospital or Patient Initiated cancellations by either:

Cancelling lists and providing new booking dates to patients.

At short notice appropriately selecting new patients who meet criteria to be booked.

Orientation of new Medical Staff; Registrars, Residents and Interns regarding the Hospital Waitlist protocols and guidelines at RPH and the use of various I.T. applications, Elective Waitlist Policy and booking process.

Ensure completion of appropriate documentation of underpinning Elective Surgery Wait listing:

Confirm consent form is completed prior to surgery date.

Request Clinicians approval to remove Urgency 1 and 2 as per the Elective Waitlist Access Policy.

Check e-consult for outcome of patients High risk / Cardiology Clinic appointments.

Process/update elective bookings using the Electronic Booking System. (EBS) as an integral part in the coordination and planning of patient care

Update patients’ status. On TOPAS – (The Open Patient Administration System)

Enter accurate theatre allocation and patient order for theatre bookings.

Assist clinicians and process bookings appropriately for Critical Care bed bookings.

Rejection of EBS entries if patients are not ready for care and liaise with appropriate doctor.

Screen to see if patients are eligible to gain access to the waitlists. Organize approval request form for excluded procedure to Service Co-Directors if necessary

Organize and book suitable patients for theatre lists at External Hospital Sites with appropriate documentation for admission.

Versatile in relieving other specialty based clerical booking staff and taking extra duties as required to facilitate the patient journey