Northern Adelaide Local Health Network (LHN)
JOB AND PERSON SPECIFICATION
(NON-MANAGERIAL)
TITLE OF POSITION: Medical Record Officer
ADMINISTRATIVE UNIT:
SA Health – Northern Adelaide LHN
Classification:
ASO 2
Health Unit: NAHLN
Division: PIAS
Classification Reviewed:
Department / Section: Medical Records
Position No: NW 0966
Position Created: June 2014
Job and Person Specification Approval
_________________________________________
CEO or Delegate
_____/_____/_____
Date
JOB SPECIFICATION
PREAMBLE
The implementation of the National Health Reform in 2011 saw the establishment of five Local Health Networks
across SA intended to promote, maintain and restore the health of the communities they serve.
The Northern Adelaide Local Health Network (LHN) provides care for around 341,000 people living in the
northern metropolitan area of Adelaide as well as providing a number of state-wide services, and services to
those in regional areas. More than 3,800 skilled staff provide high quality patient care, education, research and
health promoting services.
The Northern Adelaide Local Health Network (NALHN) provides a range of acute and sub acute health services
for people of all ages and covers 16 Statistical Local Areas and four Local Government Areas (one of which
crosses the Central Adelaide Local Health Network) and includes the following:
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Lyell McEwin Hospital
Modbury Hospital
GP Plus Health Care Centres and Super Clinics
Sub-Acute
Mental Health Services (including two statewide services – Forensics and Adult Older Persons)
NALHN offers a range of primary health care services across the northern metropolitan area of Adelaide, with a
focus on providing preventive and health promoting programs in the community, and transition and hospital
substitution and avoidance programs targeted at chronic disease and frail aged.
Clinical leadership of care systems is central to the current national and state wide health reforms. NALHN
care delivery is configured within clinical divisions that are patient–focused, clinically led groupings of services.
Clinical Divisions are responsible for managing service delivery activities across NALHN campuses and units,
bringing together empowered experts to directly make relevant decisions.
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SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties
The Administrative Services Officer assists in providing an efficient, effective and high-quality service to the
hospital and the community we serve by undertaking clerical and administrative tasks in a team environment to
the Medical Record Department. These tasks include receiving and directing telephone calls and reception
responsibilities; providing clerical support to the medical record service eg filing, timely and accurate deliver of
information/ medical records; data entry onto computerised patient database and effective office operations eg
stationery, faxing, trouble-shooting office equipment; complying with procedures and policies.
The role includes applying accurate and comprehensive handling of patient information in a timely and
confidential manner. The efficient and effective utilisation of Lyell McEwin Hospital resources is essential in
performing this role and carrying out the required responsibilities .
REPORTING/WORKING RELATIONSHIPS (to whom the person reports, staff for whom the person is
responsible, and other significant connections and working relationships within the organisation)
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Administratively reports to the NALHN Office Manager, Medical Record Department, through the Site Coordinator, Medical Record Department and knowledge support from the Health Administration Advisor role.
The position is required to liaise and interact with all levels of Hospital staff including other PIAS
administration staff, clinicians and clinical staff.
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SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)
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Appointment is subject to a satisfactory Background Screening and National Criminal History Check
obtained through the Screening and Licensing Unit, Department for Communities and Social Inclusion to
be renewed every 3 years thereafter from date of issue.’
The incumbent will be required to participate in the organisation’s annual Performance Review &
Development Program.
May be required to work within other locations of the Northern Adelaide LHN.
Some out of hours work may be required.
Support values consistent with the aims of SA Health and the LHN, including honesty, respect and
integrity.
May be required to undertake a health assessment prior to commencement.
Comply with the Principles of the Code of Fair Information Practice, adopted by the Department of
Health, which regulate the collection, use, disclosure, storage and transfer of all personal patient/client
information within the Department and throughout its funded service providers.
STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES
(group in to major areas of responsibility / activity and list in descending order of importance)
Operation and Knowledge Support
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Working in close unison with the clinical staff for the benefit of the patient and the unit as a whole to provide
an effective, efficient and high-quality medical record service with due consideration to:
o Urgency of requests
o Information required
o Specific details of caller and their needs
o Timeliness of delivery
o Difficulties in being unable to locate information required and management of these through Assistant
Manager, Medical Record Department
Provide medical records for Outpatient Clinics patient attendances using initiative to pursue and retrieve
records not in file.
Retrieve and supply medical records upon request for departments/audits.
Under the supervision of Site Co-ordinator and adhering strictly to procedure provide patient information to
internal and external agencies.
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Filing of “loose sheets” and medical records for allocated terminal digit number in a timely and accurate
manner.
 Keying “Patient Alerts” and other data items onto computerised patient database adhering to procedure.
 Accurately documenting location of records on the Medical Record Tracking system.
 Continual maintenance of medical record covers and filing system.
 Prioritising work and meeting deadlines.
 Ensuring culling of medical records for allocated terminal digit number is undertaken on a regular basis.
 Requesting and distributing medical records retrieved from the off-site storage facility.
 Checking the “Additions” to the PMI Report on a daily basis to detect duplications.
 Identifying and addressing errors, found in the course of day-to-day activities, either through appropriate
procedural instructions or via the Site Co-ordinator, Medical Record Department.
Ensuring stationery and other supplies are maintained.
Customer Service Focus
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Providing an effective customer service with the focus of an accurate, courteous, timely and professional
response for all enquiries.
Maintain patient confidentiality in all actions, adhering to procedure.
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Quality Improvement
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Participating in quality improvement activities.
Contributing ideas to improve administration processes and procedures.
Informing Assistant Manager, Medical Record Department, of any issues that impact on the quality of
services.
Actively contributing toward maintaining and promoting a health team environment.
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Team Work
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Close liaison with work colleagues on all work-related matters.
Contributing to the welfare, harmony and healthy working relationships through Respectful Behaviours and
Code of Conduct principles.
Actively participating in staff meetings and consultation processes for the development of procedures and
Medical Record services.
Using equipment provided for the prevention of injuries;
Complying with reasonable instructions or procedures aimed at protecting the health and safety of
themselves and others.
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Personal Development
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Participating in Performance Enhancement activities, including annual performance appraisals.
Ensuring attendance to annual and other training development.
Regularly reviewing and keeping abreast of all administrative and policy changes as part of day-to-day
operational requirements.
Actively participating in staff meetings.
Safety & Quality and Work Health & Safety
1. Managers and staff are required to work in accordance with the Code of Ethics for South Australian
Public Sector, Policies and Procedures and legislative requirements including but not limited to:
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Work Health and Safety Act 2012 (SA) and when relevant WHS Defined Officers must meet due
diligence requirements.
2. Contributes to patient safety and quality by adhering to the Australian Charter of Health Care
Rights, understanding the intent of the Australian National Safety & Quality Health Service
Standards and participating in quality improvement activities as necessary.
3. All employees are responsible and accountable for keeping accurate, legible and complete records
of their activities.
4. Follow workplace OHS Policies and Procedures when performing tasks
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5. Report all hazards, incidents, injuries and unsafe work practices in the workplace to your
supervisor
PERSON SPECIFICATION
ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)
Educational/Vocational Qualifications
Personal Abilities/Aptitudes/Skills
 Demonstrated competent keyboard skills.
 Proven positive interpersonal and communication skills with demonstrated ability to respond appropriately
with a customer service focus to patients and multidisciplinary staff.
 Proven initiative, problem solving and sound organisational skills to prioritise workload and meet demanding
deadlines.
 Aggressive behaviour management skills.
 Proven ability to have a flexible disposition, positive outlook and adapt to change working independently or
in a team.
 Clerical aptitude in numeracy, literacy and filing skills.
 Ability to take direction.
Experience
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Previous working experience in a large hospital environment and use of hospital computerised database system
Previous clerical/receptionist experience and working with office equipment such as fax machines and photocopier.
Knowledge
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Knowledge of Medical Record documentation, practices and procedures
DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)
Personal Abilities/Aptitudes/Skills
 Previous experience working in a large hospital environment.
 Previous experience in the use of patient based computer information systems and PC software programs
used within a hospital environment eg. HOMER, HASS, OACIS.
 Understanding and knowledge of Department of Health data capture standards
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Experience
 Previous experience working in a medical record department of a general hospital, the use of terminal digit
filing system and application of record management practices including culling procedures
 Previous experience in working with HOMER (ATS) modules, hospital computing systems and other
database applications.
 Understanding and knowledge of Department of Health data capture standards
Knowledge
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Knowledge of Microsoft Office software applications
Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)
 Year 11 and/or completion of, or working towards, relevant courses for development and personal growth.
 Medical terminology certificate
Skills
 Typing speed of 45- 60wpm
Other details
Acknowledged by Occupant:______________________________ Date:_____/_____/_____
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