SOUTHERN DISTRICT HEALTH BOARD JOB DESCRIPTION
Medical Typist (Clinical)/ Admin Assistant, Gastroenterology Department
POSITION PURPOSE
To provide the Dictaphone typing services, clerical and reception duties as necessary to assist the
functioning of the Gastroenterology Department.
RELATIONSHIPS
Reports to:
Associate Charge Nurse Manager, Gastroenterology
Internal Relationships:
Gastroenterology Department staff – medical & nursing
Service Manager
Medical Records staff
Medical Specialities Outpatients staff (Frederick Street)
Other Dunedin and Invercargill Hospital staff as required
External Relationships:
Patients, their families and / or support persons
LOCATION
Gastroenterology Department, 8th floor, Dunedin Hospital.
From time to time it may be necessary to carry out duties in another facility as directed by the Unit Manager
TREATY OF WAITANGI
The Southern District Health Board is committed to its obligations under the Treaty of Waitangi. As an
employee you are required to give effect to the principles of the Treaty of Waitangi - Partnership,
Participation and Protection.
HEALTH AND SAFETY
Southern District Health Board is committed to achieving the highest level of health and safety for its staff.
All employees are expected to take initiative and identify report and resolve issues that may cause harm to
themselves or others in the organisation. As an employee of Southern District Health Board, the health and
safety of clients and colleagues, as well as your own, are your responsibility. You are expected to work safely
at all times, and to actively participate in health and safety programs in your area. It is expected that you will
report all accidents or potential hazards to your manager.
QUALITY AND RISK
Southern District Health Board is committed to the concept of quality improvement. As an employee you
are required to actively participate in quality improvement and risk management, both at a professional level
and service level. You are also required to participate in CQI and risk programmes as an integral part of
your position.
JobDescription-Clerical Assistant(Clinical)-Gastroenterology-August2010
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Employer ________
SOUTHERN DISTRICT HEALTH BOARD JOB DESCRIPTION
Medical Typist (Clinical)/ Admin Assistant, Gastroenterology Department
KEY TASKS/ACCOUNTABILITIES
Medical typing/Administration Support
PERFORMANCE INDICATORS

To provide efficient Medical typing and
clerical assistance to staff of the
Gastroenterology Department as required.

Handle all enquiries effectively and politely

Provide computer services as required by the
department

All computer work is performed to an
acceptable standard and a high degree of
accuracy is maintained

To provide a confidential typing service for
the Gastroenterology Department which
includes all correspondence, notes, articles,
reports or other material as required.

Dictaphone typing services are completed in
a timely and confidential manner

Obtain patient records, notes and X-rays etc
for appointments. File reports as they
become available

All patient information is input into the
computer and available for medical and
nursing staff when required. Patients receive
correct appointment times and information.
All patient information is accurate, up to
date and readily accessible on IPM at all
times

Collect statistical data and prepare reports as
necessary when requested by the CNM,
Medical staff and Medical administration

Date collected and presented accurately and
in a timely manner

Provide TV and video for ultrasound clinic
and be available to chaperone when
required.

Necessary equipment is ready for ultrasound
clinic. Records are accurate and up to date.


Maintain a current and up to date desk file
Desk file is current so that a relief person is
able to carry out all the duties of the position
without disruption to work flow
IPM-Patient Management System
 Have a working knowledge of this application
which meets position requirements.

Maintain and update skills as required




Referrals / Correspondence updated daily
Arrange appointments for patients on iPM as
required. Update daily.
Amend patient demographics as required.
Record outpatient referrals
Reception

Answer department phones using correct
telephone etiquette. Answer and redirect
JobDescription-Clerical Assistant(Clinical)-Gastroenterology-August2010

Courteous and efficient communication at
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SOUTHERN DISTRICT HEALTH BOARD JOB DESCRIPTION
Medical Typist (Clinical)/ Admin Assistant, Gastroenterology Department
enquiries as appropriate




all times
Attend to mail on a daily basis and as the
demand requires

Mail distributed in a timely manner
Arrange appointment and clinics as required,
including cancellation as required

Arrangements made in a timely manner

The routine of the department is
uninterrupted at all times
Maintain
efficient
and
effective
communication systems so that other staff
can carry out all the duties of their position
without any disruption to their workflow.
Assist and relieve other clerical staff when
required
Document Control
Assist with updating, developing, editing and
reviewing documents.
General Administrative Support Functions

Perform photocopying as requested.

Maintain sufficient stationery supply.

Keep lists tidy and updated.

Uniform and name badge ordering.

Maintain a balanced workload.

Be proactive in reporting to Charge Nurse
Manager / Department Secretary when
overloaded or underutilised.

Perform any other duties requested and or
approved by the Charge Nurse Manager /
Department Secretary.

Willingness to adapt to changing needs.
PERSON SPECIFICATION
JobDescription-Clerical Assistant(Clinical)-Gastroenterology-August2010
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Initial: Employee ________
Employer ________
SOUTHERN DISTRICT HEALTH BOARD JOB DESCRIPTION
Medical Typist (Clinical)/ Admin Assistant, Gastroenterology Department
 Computer skills essential. Dictaphone typing experience is essential.
 Previous knowledge of the hospital medical terminology is desirable.
 A mature, adaptable and flexible approach to work is necessary to smoothly adjust to fluctuating
workloads necessitating frequent prioritising of work.
 A courteous, pleasant and helpful manner in reception of patients and visitors to Gastroenterology, as
well as all SDHB staff is essential.
 The successful applicant should be capable of a high level of activity, personal motivation and strong
organizational skills.
 The successful applicant must have the ability to cope with a busy work environment
I have read and understand the above position description:
Name: ________________________________________________
Signed: _______________________________________________
Date: _________________________________________________
JobDescription-Clerical Assistant(Clinical)-Gastroenterology-August2010
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Initial: Employee ________
Employer ________
SOUTHERN DISTRICT HEALTH BOARD JOB DESCRIPTION
Medical Typist (Clinical)/ Admin Assistant, Gastroenterology Department
The Southern District Health Board Vision
Better Health, Better Lives, Whanau Ora
The Southern District Health Board Values
Our Mission:
We work in partnership with people and communities to achieve their optimum health and
wellbeing. We seek excellence through a culture of learning, enquiry, service and caring.
Our Statutory Purpose:

To improve, promote and protect the health of our population

Promote the integration of health services across primary and secondary care services

Seek the optimum arrangement for the most effective and efficient delivery of health
services

Promote effective care or support for those in need of personal health or disability support
services

Promote the inclusion and participation in society and the independence of people with
disabilities

Reduce health disparities by improving health outcomes for Maori and other population
groups

Foster community participation in health improvement, and in planning for the provision of,
and changes to the provision of services

Uphold the ethical and quality standards expected of us and to exhibit a sense of social
and environmental responsibility
JobDescription-Clerical Assistant(Clinical)-Gastroenterology-August2010
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