JOB DESCRIPTION
Appointments Clerk
Radiology Department
Position Title:
Appointments Clerk
Organisation Unit:
Radiology Department
Location:
Whangarei Hospital, Northland District Health Board
Responsible to:
Clerical Team Leader; and Radiology Manager, Radiology
Department, Northland District Health Board
Primary Functions of
the Position:
1. To provide an efficient appointment service for the
Radiology department of Whangarei Hospital
2. To maintain the booking system for the Radiology
department of Whangarei Hospital
3. To participate as an effective member of the Radiology
Clerical team
Functional Relationships
The Appointments Clerk will develop and maintain excellent relationships with:
Internal
External
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Manager/Clinical Head of Radiology
Radiologists
Medical Radiology Technologists
Radiology Administration Staff
Patients and their families
Other medical staff in Whangarei
Hospital
Admissions department staff/Ward
clerks/other clerical staff hospital
outpatient clinics
Appointments Clerk
Radiology Department
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Private Practitioners and Practice
Nurses
Other Radiology services
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Key Responsibilities and Expected Outcomes
Northland District Health Board has established a set of values by which the organisation will
respond, in part, to achieving its goals and objectives through their workforce. The following
Values and supporting statements are expected behaviours of each individual employed with
NDHB:
Values
Supporting Statement
People First
Tangata I te tuatahi
Respect
Whakaute (tuku mana)
Caring
Manaaki
Communication
Whakawhitiwhiti korero
Excellence
Taumata teitei (hirangi)
People are central to all we do
We treat others as we would like to be treated
We nurture those around us, and treat all with dignity and
compassion
We communicate safely, openly and with respect to promote clear
understanding
Our attitude of excellence inspires success, competence,
confidence and innovation
The position of Appointments encompasses the following major functions or key result areas:
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Maintain organised booking system of specialised radiological procedures
Ensure effective management of Radiology clerical services
Adherence to NDHB and Radiology protocols, policies and guidelines
Treaty of Waitangi
Health and Safety
The outcome requirements of the above key responsibility areas are outlined below:
Key Responsibility Area
Expected Outcomes
Maintain organised
booking system of
specialised radiological
procedures
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Appointments Clerk
Radiology Department
Receive prioritised referrals for specialised procedures,
booking dates and time for the most urgent referrals and
notifying patients of appointments and required preparations
Ensure booking entry on computer system is accurate and
complete, entering date and time of scheduled appointment
Sort and file referrals that are unable to be allocated, in
preparation of booking at the appropriate time in accordance
with the priority
Ensure the correct preparations and patient instructions are
sent with the appointments in a timely manner, either by mail
or telephone
Liaise and coordinate with clinic secretaries for follow up
appointments following Radiology specialised procedures as
requested
Process requests as required for approved radiological
procedures not provided by the NDHB
Respond to all queries from Clinicians, Nurses, Clerks and
patients regarding bookings and procedures
Re-arrange postponed clinics/appointments in accordance
with Radiologist/Medical Radiation Technologist requests
and patient availability
ACC eligible claimants are identified. Forms, reports and
data entry relevant to ACC process are completed
accurately and in a timely manner according to guidelines
Improve the system as need demands
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Key Responsibility Area
Expected Outcomes
Ensure effective
management of
Radiology clerical
services
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Adherence to NDHB
and Radiology
protocols, policies and
guidelines
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Treaty of Waitangi
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Appointments Clerk
Radiology Department
In conjunction with other Radiology clerical/administration
staff in Whangarei, ensure the effective management of the
clerical services for Imaging/Radiology
Monitor the efficiency of the booking system, reporting
findings to the Clerical Team Leader
Attend and contribute in the clerical team meetings,
occupational Health & Safety and Quality improvement
meetings as pertains to the clerical services of the Radiology
service
In conjunction with other clerical staff of the Radiology
department, participate in the coordination of urgent leave,
thereby ensuring the adequate coverage of the clerical
services
Participate in the training and upskilling of clerical staff
covering the appointments role and other roles ad identified
by the Clerical Team Leader
Ensure the maintenance of the ‘desk-file’ outlining the duties
of the position, for the casual employees asked to work in
the area from time to time
Effective time management, priority setting, coordination and
communications skills are practiced
Ensure that all concerns, complaints and issues are brought
to the attention of the Clerical Team Leader and/or
Radiology Manager in a timely and effective manner in
accordance with service policies and procedures
Acknowledge, report and document errors or omissions
promptly in consultation with the appropriate person or the
Clerical Team Leader
Maintain confidentiality of the client group as per Northland
District Health Board (NDHB) policy
Ensure knowledge, skills development is ongoing and up to
date by taking part in ongoing training relevant to area of
work
Formal appraisal will take place not less frequently than
annually and will involve the formulation of a personal work
development plan which will be revised annually
Contribute to the promotion of the principles of Treaty of
Waitangi and the involvement if Maori within the decision
making process for their health and independence, within
District Health Board management processes and
procedures
Include the principles of the Treaty of Waitangi within all
aspects of the role and its outcomes
Ensure that consultation and engagement processes include
appropriate mechanisms to meet the need of Maori in a
culturally appropriate and safe manner
Attend the Northland District Health Board Treaty of
Waitangi Training
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Key Responsibility Area
Health & Safety
Expected Outcomes
 Observe and promote safe work practices, rules and
instructions relating to work, and be pro-active in hazard
management
 Willingly co-operate in the achievement of all health and
safety goals and initiatives by:
 Practicing and observing safe work methods;
 The use of safety equipment;
 Reporting unsafe conditions or equipment; and
 Reporting and documenting all accidents or incidents
Variation of Duties
Duties and responsibilities described above should not be construed as a complete and
exhaustive list as it is not the intention to limit in any way the scope or functions of the
position. Duties and responsibilities may be amended from time to time, in consultation with
the employee, to meet any changing conditions and service requirements.
Appointments Clerk
Radiology Department
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Person Specification
Education and Qualifications
Essential
 Secondary School education to year 12
 Computer skills with knowledge of
Microsoft software including Word and
Excel
Desirable
 Knowledge of medical terminology
Experience
Desirable
 Previous experience in Radiology department
 Understanding of Radiological procedures and preparations
 Understanding of “quality” and the development of a continuous framework
 Skilled in problem solving and shows initiative
Awareness and Understanding of
Essential
 The Treaty of Waitangi and its application
to the health setting
 Privacy Act (1993) and Health
Information Privacy Code (1994)
 Health and Safety in Employment Act
(1992)
Desirable
 Health and Disability Commissioner
(Code of Health and Disability Services
Consumers’ Rights) Regulations (1996)
 New Zealand Council of Healthcare
Standards
Skills & Personal Attributes
Skills
 Accurate documentation skills
 The ability to work autonomously and also to work harmoniously within a multi-disciplinary
team
 Good interpersonal and communication skills
 Pleasant and professional telephone manner
 Ability to effectively communicate with a wide range of people, and establish harmonious
interpersonal relationships
 Flexibility in work practice and ability to respond positively to pressure
Personal Attributes
 To have people orientated interests
 Ability to prioritise time and work
 Effective team member who actively participates
 Excellent time management
Appointments Clerk
Radiology Department
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Performance Development Review
An initial review of performance will be conducted after three months, with an annual review
thereafter.
An individual Development Plan will be developed to reflect the contribution this position is
expected to make towards achieving the team’s objectives and measures. Key result areas
will be developed and agreed at this time.
Authorised by:
Signature:
Date:
Acceptance
Acceptance of the position implies acceptance of this position description.
Position Title:
Appointments Clerk (Radiology)
Signature of employee:
Date:
Appointments Clerk
Radiology Department
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