Position overview

The Decision Support Unit (DSU) is led by an Executive Group Manager reporting to the Chief Finance Officer within Canberra Health Services (CHS).

The DSU’s role includes:

• Promoting accountability to achieve strategic goals and building organisational capability to align Activity Based Funding (ABF) and Operational Planning
• provision of ICT Services for CHS
• provision of data quality
• provision of Health Information Services
• provision of decision support services to enable operational and non-operational planning and quality reporting.

The Archival Records team is responsible for destruction, cataloguing and back-scanning of inactive paper-based records.

Working under general direction, as part of a small team, the Archival Records Officer is responsible for processing clinical documentation into the on-line scanned clinical record solution (Clinical Patient Folder). The role also performs a range of tasks including cataloguing clinical records, filing & tracking paper-based records, file destruction and other quality control activities to maintain record integrity.

The Archival Records Officer is required to consistently achieve quality and productivity targets for record processing to ensure scanning timeframes are met and record integrity and patient safety are not compromised.

Key Responsibilities

Specific responsibilities include, but are not limited to, the following.

Under direction, you will work directly with CHS electronic patient information system/s and the clinical records scanning solution to centralise and reduce inactive paper based clinical records.

You will:

1. Process clinical record documents into the online Clinical Patient Folder (CPF), maintaining record integrity whilst achieving quality and productivity targets in:
   • Preparation and sorting of patient information documents prior to scanning
   • Scanning, uploading, document separation, indexing and QA of documents using the scanning software system in a timely and efficient manner
2. Manage hard copy records including tracking the location of records and maintaining the manual filing system by retrieving and filing records identified for scanning, destruction or storage.
3. Catalogue records and apply record retention periods as outlined in the Territory Records (Records Disposal Schedule – Health Treatment and Care Records) Approval 2017 (No 1)
4. Liaise with stakeholders and respond to general enquiries regarding inactive paper records in a timely, efficient manner, ensuring compliance with CHS policies and procedures and the ACT Health Records (Privacy and Access) Act 1997.
5. Provide leadership when the Team Leader/Manager is unavailable and undertake training and coaching of new staff.
6. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Specific competencies include but are not limited to the following:

• Ability to work independently and as part of a team, and a willingness to contribute to team goals and support others.
• Knowledge of privacy principles and secure handling of health information.
• Familiarity with health information systems and health record management.
• Experience in managing competing priorities and meeting deadlines to support service delivery.

Qualifications

Specific responsibilities include, but are not limited to, the following.

Essential

• N/A

Desirable

• N/A

Experience

Specific responsibilities include, but are not limited to, the following.

Essential

• Ability to work within a team environment as well as independently with minimal supervision.
• Adaptability and flexibility to accommodate change.
• Highly motivated with strong organisational skills and attention to detail

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Prior to commencement

Appointment to this position is conditional on being granted and retaining appropriate clearances:

• Pre-employment National Police Check.

Important information

All employees are required to:

• Adhere to the Canberra Health Services Values and the ACT Public Service Code of Conduct.
• Act in accordance and comply with all relevant Safety and Quality policies and procedures.

CHS is leading the drive to digitally transform health service delivery in Australia through the implementation of a territory wide Digital Health Record. Computer literacy skills are required which are relevant to this role as you will be responsible for completing required documentation and becoming a proficient user of the Digital Health Record and/or other Information Technology systems; once proficient, you will need to remain current with changes, updates, and contingencies.

What you Require (Key Selection Criteria)

These are the key selection criteria for how you will be assessed in conjunction with your resumé and experience.

1. Proven recent experience working with paper-based records utilising a patient administrative system and or document scanning solution, in a clinical record service or similar.
2. Demonstrated ability to work as part of a small team with well-developed communication skills, and the ability to exercise initiative and sound judgement.
3. Demonstrated ability to prioritise tasks and consistently achieve productivity targets and competencies whilst exercising a high attention to detail.
4. Demonstrated knowledge of patient privacy principles and relevant legislation and the practical implementation of these principles in a health care workplace.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health and safety (WH&S) and the positive patient experience. Displays behavior consistent with CHS’s values of reliable, progressive, respectful and kind.

Work environment description

The following work environment description outlines the inherent requirements of the role and indicates how frequently each of these requirements would need to be performed. Please note that the ACT Public Service is committed to providing reasonable adjustments and ensuring all individuals have equal opportunities in the workplace.