CENTRAL NORTHERN ADELAIDE HEALTH SERVICE
Lyell McEwin Hospital
POSITION DESCRIPTION
POSITION DETAILS
Position Title: Administrative Officer
Classification:
ASO2
Position No:
Reports To:
Office Manager, Medical Imaging
Medical Imaging Department
NW0951
Type of Appointment:
Ongoing
Initial Location:
Date Prepared:
February 2009
Position Review Date:
February 2010
CONTEXT AND PURPOSE OF POSITION
The position of Audio Typist/Receptionist/Administrative Officer provides a transcription service from the dictation system
using a PC based word processor. The incumbent is also responsible for the provision of effective and efficient reception,
registration and appointment services to the Medical Imaging Department. This role includes other administrative duties, per
departmental roster, such as radiological digital archiving, patient data entry to multiple patient information systems, (OACIS),
assisting client/ professional and non-professional bodies, multi-disciplinary personnel and external agencies. The
incumbent maintains the integrity of the Medical Imaging financial database for examination and procedure costs. On-going
self development and participation in the training of other colleagues is integral in this position. Roster coverage includes
Private Practice Consulting Suite and Radiation Oncology. Reception and typing skills are fundamental criteria. Deputising
for the Office Manager, Medical Imaging Department may be required.
PROFESSIONAL ACCOUNTABILITIES
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Comply with SA Public Sector Code of Conduct and Code of Fair Information Practice within the workplace and in the public
domain
Behave consistently in accordance with CNAHS guiding principles workplace values and directions
Participate in any performance management system
Adhere to the provisions of relevant legislation, policies, procedures, instructions and guidelines
Comply with all Occupational Health and Safety provisions policies and strategies which result in a healthy and safe work
environment
Ensure learning and development relevant to this role remains current
Maintain strict confidentiality regarding any information regarding client/patient, personal staff information, human resource
and financial information and information of strategic importance to CNAHS and its health units
POSITION SUMMARY
Explains why this position exists and adds value to CNAHS and its clients/patients.
Outcomes
Strategies
Relating to requirements for clinical staff

A customer service focussed response is
provided.

Information relating to patient appointments
is conveyed accurately within the unit and
to other wards/departments.

Telephones are answered promptly,
accurate information is provided and calls
re-directed as required.

Patient appointments are completed as
requested by clinical staff

Stationery
and
other
administrative
supplies are requisitioned and stored ready
for use

Accurate, quality, confidential and timely
audio-transcribed radiological reports
Core responsibilities/duties to support clinical staff

Provide a professional and efficient administrative support and reception
service by
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Meeting, greeting and assisting all persons on arrival at the unit
reception.

Prioritising work to meet timelines for referral and urgency of patient
case.

Answering incoming telephone calls, including provision of internal
and external liaison assistance.

Answering security access door bells for secured/ enclosed areas.

Responding to routine patient enquiries in consultation with nursing,
allied health, medical and clerical staff to ensure appropriate
information is conveyed or suitably re-directed

Assisting in multi-disciplinary communications relating to patient
registration, appointment and billing by conveying accurate messages
to achieve an effective and timely response

Acting as a resource and providing general assistance to clinical staff,
visitors and patients regarding Hospital services and administrative
requirements eg booking transport and appointments.

Providing clerical support to maintain efficient appointment
management and related information, up-to-date policy and
procedures manuals and other record administrative record systems

Assisting in management of the information on area Notice Boards by
amending notices at the direction of the Office Manager, Medical
Imaging Department.

Requisitioning stationary and other administrative supplies and
storing ready for use by Unit staff.

Receiving, sorting and distributing mail

Photocopying/faxing as required by the clinical staff
Unit specific duties to support clinical staff

Make examination appointments, using KESTRAL radiology
management system (RMS), that are compatible with the
department’s schedule, patient’s ongoing treatment and urgency,
including any necessary preparation instructions.
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Compliance with patient registration procedures ensuring accuracy
and completeness of patient demographics.
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Competent utilisation of databases used by the Medical Imaging
Department, including, but not exclusively, KESTRAL, PACS (Picture
Archiving and Communication System), OACIS, HASS and HOMER.
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Audio transcription Dictaphone typing via PC based dictation system
ensuring quality, confidentiality and accuracy of patient details,
grammar and spelling and well presented typed format.
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Ensure authorisation by Radiologist on acceptability of radiological
reports or use of automatic approval procedures and ‘unchecked
reports’ procedures.
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Maintaining electronic records before and after dictation/ typing.
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Producing hard copy film and CDs, on request.
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Digitisation of patient’s radiological examinations from other sites,
agencies or care providers.
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Capture of effective and accurate revenue database accounts for
reconciliation with Medicare, SGIC and DVA.
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Collection, capture (data entry) and printing subsequent reports for
unit specific statistics, where required.
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Participation in unit staff meetings
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Management of absences from unit, eg tea breaks, meetings
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Meet KPI for clinical support responsibilities
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Relating to requirements for Medical Imaging
Department
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Efficient,
effective
and
professional
reception and customer focussed service in
all areas to which the departmental roster
applies.
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Effective
and
timely
daily
audiotranscription
Dictaphone
typing
of
radiological
reports,
medical
correspondence and medical reports.
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Effective and timely daily maintenance of
the computerised patient data bases (not
exclusively,
but
including
HOMER,
KESTRAL, PACS, OACIS)
 New and relief staff are provided with unitspecific induction and training in Medical
Imaging Department activities undertaken
in the Unit.
 Sound communication with Office Manager,
Medical Imaging Department, on matters
relating
to
malfunctioning
operating
systems, reports or other issues likely to
cause unacceptable delays.
Core responsibilities to support Medical Imaging Department

Contribute to the effective and timely daily maintenance of patient
referrals and appointments, billing and computerised patient data base
(KESTRAL/HOMER) by
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Prioritising work to meet timelines and degree of urgency required for
emergency events.

Updating and maintaining computerised patient database with details
of referrals, appointments, billing, picture archiving and related
information systems for areas rostered through the Medical Imaging
Department.

Maintaining and updating all patient registration, referral, appointment
and billing details – paper and electronic

Creating patient master index records as required

Booking patient transport as required and per Transport procedures.

Ensuring the electronic chart tracking system is current in relation to
the location of medical records.

Requisitioning forms, stationary, supplies, brochures and information
pamphlets from Materials to maintain an adequate supply.

Accurate filing of electronic and paper records.

Maintaining all relevant correspondence including investigational
reports (signed pathology, radiology and other investigation reports)
relative to the patient in the assigned unit.
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Collation of composites.
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Providing orientation and unit-specific training to new and relief staff.
Unit specific duties to support Medical Imaging Department

Meet KPI for Office Manager, Medical Imaging, Audio
Typist/Receptionist/Administrative Officers
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Participate in Medical Imaging Department staff meetings
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Compliance with State Record Act and Retention and Destruction
Schedule 2000/0012 and other Standards/ guidelines for digital
records
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Compliance with Medical Imaging Department Operational
Instructions eg ALERTs, Archiving
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Compliance with timeframes for Medicare billing needs
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Timely and courteous reception services for all reception areas staff
by the Office Manager, Medical Imaging Department.
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Compliance with DH Data Capture Standard and the Medical Record
Documentation and Capture standard
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Participate in mandatory OHS&W training.
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Compliance with all reasonable instructions.
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POSITION LEADERSHIP
Positions directly led
Positions technically led
Total Numbers of employees under span
of control
Approved operating Budget (current
financial year)
KEY CHALLENGES Lists ongoing challenges not adhoc problems
Contribute to the promotion and implementation of the General Public Sector Management Aims,
personnel management standards and employee conduct standards by adhering to the provisions
of relevant legislative requirements such as:
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Ability to work in an environment where unsettling events may occur e.g. aggression, trauma, illness and injury
Ability to work in a multi-disciplinary setting
Ability to manage workload priorities in busy reception areas
Understanding and respecting diversity in culture, gender, social backgrounds and race within the workplace and in the
broader community
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REPORTING/WORKING RELATIONSHIPS/INTERACTIONS
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The Audio Typist/Receptionist/Administrative Officer is supervised by the Office Manager, Medical Imaging Department
on a day-to day basis. Collaborative working relationships with Clinical Service Consultants and Radiation Therapist
through Office Manager, Medical Imaging Department for system and process requirements.
The Audio Typist/Receptionist/Administrative Officer liaises with the Office Manager, Medical Imaging Department and
staff of PIAS in the performance of the medical record administrative functions.
Unplanned absences (e.g. sick leave) are advised by the Audio Typist/Receptionist/Administrative Officer to the Officer
Manager, Medical Imaging Department, or delegate, who advises the Clinical Services Co-ordinator.
The Office Manager, Medical Imaging Department, or delegate, is responsible for authorising and setting rosters and
providing relief for planned and unplanned absences of the Audio Typist/Receptionist/Administrative Officer. Notification
will be provided to the Clinical Services Co-ordinator.
OHS&W
Employees responsibility under OHS&W Act
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As an employee of this organisation, you are required to follow defined OHS&W policies and procedures related to the work
being undertaken in order to ensure own safety and that of others in the work place
Follow workplace OHS policies and procedures when performing tasks
Report all hazards, incidents, injuries and unsafe work practices in the workplace to your supervisor
PERSONAL ATTRIBUTES
Describes the personal attributes to successfully perform this position
Attributes
Description
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Adaptability
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Maintains effectiveness when experiencing changes in
work tasks or the work environment: adjusts effectively to
work within work structures, processes, requirements, or
cultures
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Appropriate Person
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Has and maintains a personal record free of inappropriate
or criminal activity
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Energy
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Consistently maintains high levels of activity or productivity:
operating with vigour, effectiveness and determination over
extended periods of time
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Stress tolerance
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Maintains stable performance handling work place pressure
in a manner which is acceptable to others and the
organisation
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Fitness for work
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Maintains level of physical and psychological fitness
appropriate to this role
SPECIAL CONDITIONS
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Required to wear a departmental uniform
Some out of hours work may be required, per departmental roster, including weekends and public holidays
Some intra and interstate travel may be required
May require a current, valid and unencumbered driver’s licence
May be required to work at any site within the Central Northern Adelaide Health Service
The incumbent may be required to enter into an annual performance agreement for the achievement of (specific or service or
program) outcomes.
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SECTION B: EMPLOYEE CAPABILITY PROFILE
This section outlines the performance criteria (behavioural and professional/technical) that enables the successful
performance of the duties of this position and reflects a commitment to CNAHS core values and capabilities.
BEHAVIOURAL CAPABILITIES
These capabilities and associated behavioural characteristics are essential in fulfilling the requirements of this position.
Capabilities
Behavioural Characteristics
Results Focus
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Professional Accountability
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Communication and Interpersonal
Relationship
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Client Service Focus
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Team Focus
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Continuous Improvement
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Has clear goals and expectations in accordance with organisational directions
and achieves performance objectives
Reviews performance, maintains alignment with organisational priorities
Problem solves effectively by gathering and analysing appropriate information
and assisting in achieving satisfactory solutions
An effective role model, demonstrating integrity, ethical standards, and work
performance that is consistently of the highest standard
Accepts professional and personal accountability for own actions and behaviours
and how this impacts on others
Actions and decisions are transparent and consistent
Uses organisational resources effectively and efficiently
Aware of impact of self on others, manages own emotions and assist others to
do the same, especially in times of change
Displays personal energy and enthusiasm and maintains a positive outlook even
when faced with difficult situations or environments
Consistently demonstrates a ‘can-do’ attitude
Presents information both verbally and in writing in a clear and professional
manner
Persuades others and sells the benefits of ideas and projects by effectively
overcoming objections and influencing at the appropriate level
Understand different roles and perspectives within the organisation
Respects people, understanding cultural difference, is sensitive and values
differences and builds a positive relationship with all stakeholders
Resolves interpersonal differences constructively and professionally to ensure
no adverse consequences to the quality of internal and external client service or
the working relationship
Builds effective relationships with other employees
Utilises effective questioning skills and a consultative approach to accurately
interpret the needs of customer’s (internal and external to the organisation) and
demonstrates effective problem solving skills to provide a flexible service that
meets these needs
Understanding customer requirements and delivers services at a high standard
in a responsive and timely manner
Demonstrates empathy and understanding of clients from diverse, cultural,
ethnic and social backgrounds
Becomes part of, and promotes a team environment by showing respect, and
acknowledging and validating other team members
Enhances team’s effectiveness by taking ownership of team issues and goals
Actively builds trust, rapport and motivates team members to achieve goals
Contributes and shares knowledge and skills with others
Consistently demonstrates best practice and a commitment to quality standards,
proactively identifying needs for improvement and showing initiative in meeting
these improvement needs
Defines standards and values and embeds continuous improvement into areas
of responsibility
Seeks feedback and acts on opportunities for continuous personal and
professional development
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PROFESSIONAL/TECHNICAL CAPABILITIES
Qualifications, Experience, Skills and Knowledge required to fulfil the requirements of this position
Skills/Experience/Knowledge
Essential
Skills:
 Ability to type 60wpm, 90% accuracy
 High degree of keyboard and PC based word processing aptitude
 Demonstrated ability to communicate both written and verbal, eg high standard of spelling, telephone skills and
etiquette.
 Demonstrated ability to work effectively as a member of a team, and unsupervised
 Proven positive interpersonal skills to respond appropriately to patients, visitors and multi-disciplinary staff.
 Demonstrates initiative and organisational skills to prioritise workload and meet demanding timeframes.
 Displays energy and enthusiasm and maintains a positive approach in completing tasks in demanding situations.
 Demonstrated problem solving and decision-making skills
 Clerical aptitude in numeracy, literacy and record keeping
 Microsoft Office software applications and general office procedure.
Experience:
 Working in roles with public contact.
 Experienced high level proficiency in reception and administrative duties
 Audio-transcription Dictaphone typing experience
 Utilisation of hospital computing systems, electronic patient systems, and office equipment, e.g. facsimile and
photocopiers.
Knowledge:
 Working knowledge of medical terminology
 Patient related policies and procedures, including confidentiality
 Data capture standards
 Quality improvement policies and procedures
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DESIRABLE CHARACTERISTICS
Education
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Successful completion administrative training courses, eg secretarial course, digital archiving systems, customer
service.
Medical Terminology Certificate.
Personal Abilities/Aptitudes/Skills (related to the job description and expressed in a way which allows objective
assessment)
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Ability to provide empathetic support to patients, visitors and staff in response to unexpected events or delays.
Data collection and analysis skills
Ability to use Microsoft Office software applications and general office procedures
Self-motivated learner
Experience
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Previous work in a medical imaging department or similar.
Working knowledge of imaging picture archiving and communication system (PACS)
Previous experience of imaging billing processes.
Working in a large hospital with patient contact.
Medical record documentation, practices and procedures
Previous experience with HOMER, outpatient and ATS modules and other database applications
Knowledge
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Basic anatomical and medical terminology and its administrative applications
Knowledge of picture archiving and communication systems (PACS), radiology information systems and their
functionality.
Knowledge of hospital policies and procedures
Knowledge of performance management policies and procedures
Other Details
Roster change management will engage consultative process wherein organisation needs will be addressed and managed
Approved By
General Manager
(Print Name)
(Signature)
(Date)
Agreed By
Position Incumbent
(Print Name)
(Signature)
(Date)
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