Southern Adelaide Health Service
JOB AND PERSON SPECIFICATION
(NON-MANAGERIAL)
TITLE OF POSITION:
ADMINISTRATIVE UNIT:
Medical Records Officer
Southern Adelaide Health Service
Classification:
Health Unit: Repatriation General Hospital
ASO1
Division: Nursing & Patient Services
Classification Reviewed:
Department / Section: Medical Records
Position No: RG0147
Position Created:
Job and Person Specification Approval
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CEO or Delegate
_____/_____/_____
Date
JOB SPECIFICATION
1. PREAMBLE
The Southern Adelaide Health Service (Southern Health) was established in 2004. It brought
together Flinders Medical Centre, Noarlunga Health Services and Drug and Alcohol Services
Council. It includes Population & Primary Health Care, Southern Mental Health and Southern
Child & Adolescent Mental Health Services, and works closely with other health providers in the
southern area. Repatriation General Hospital, a public teaching hospital, formally joined
Southern Health in July 2008, further consolidating the working relationship formed over the past
four years.
With an annual budget in excess of $500M, Southern Health provides care for around 330,000
people living in the southern metropolitan area of Adelaide as well as providing a number of statewide services, and services to those in the regional areas.
More than 7,000 skilled staff provide high quality patient care, education, research and health
promoting services.
2. SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties
The Medical Record Officer is accountable to the Manager, Medical Records for the provision of
accurate and timely medical record services to all hospital departments and wards. These
responsibilities include the collation, creation, maintenance, provision, retrieval, storage, tracking
and transportation of medical records and the delivery and collection of internal and external mail.
3. 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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Accountable to the Executive Director of Nursing
Responsible to the Manager Medical Records
Supervised/managed by Senior Medical Records Officer - Supervisor
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Liaises with all other staff within and outside the Medical Record department to maintain
effective services
4. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)
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Job and Person Specifications are reviewed regularly as part of the ongoing Performance
Development process.
May be required to work within other locations of the Southern Adelaide Health Service.
Some out of hours work may be required.
Support values consistent with the aims of the Region, including honesty, respect and
integrity.
Will be required to undertake a health assessment prior to commencement.
Appointment will be subject to a satisfactory Offender History Check.
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.
A current driver’s licence is required.
Participation in rotation of positions within MRD as required.
4. STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES
(group in to major areas
of responsibility / activity and list in descending order of importance).
The Medical Record Officer (MRO) is required to work as part of a multi-skilled team contributing to
an efficient and effective Medical Record Service by:
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Retrieving and return medical records from storage sequences in an accurate and timely way,
Sourcing medical records for admissions and outpatient attendances,
Preparing medical records for all outpatient appointments ensuring all results are sourced and
present,
Sorting and attaching loose sheets in an accurate and timely way,
Maintaining medical records by ensuring condition, content, security, storage and tracking
meet Australian Standards,
Maintaining electronic patient information systems through accurate and timely data entry,
Coordinating inter-hospital transfers of medical records and x-rays,
Maintaining patient confidentiality by understanding and adhering to Privacy and Freedom of
Information Acts, guidelines and policies,
Applying the principles of the Code of Fair Information Practice which regulate the collection,
use, disclosure, storage and transfer of all personal patient/client information within the
Department and throughout its funded service providers,
Collecting, sorting and delivering internal mail, and process outgoing Australia Post items,
Sorting, stamping, recording and delivering official agency correspondence in an accurate and
timely way,
Providing front-line and telephone reception,
Liaising with all staff and patients in an effective and friendly way to promote better customer
service,
Improving service by participating in audit and quality assurance activities,
Attending staff meetings and training courses to enhance and broaden job skills,
Understanding and abide by OH&S, EEO and Fire Safety guidelines,
Other tasks as required.
“Contribute to a safe and healthy work environment, free from discrimination and harassment by
working in accordance with legislative requirements, the Code of Conduct and departmental human
resource policies, including the OHS&W requirements.”
Acknowledged by Occupant:______________________________ Date:_____/_____/_____
PERSON SPECIFICATION
1.
ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)
Educational/Vocational Qualifications
Personal Abilities/Aptitudes/Skills
List here a maximum of 8 characteristics required of the person to perform the job
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Ability to organise work loads and work effectively under pressure, meeting required
deadlines.
Ability to work within a team environment, under a variety of workload circumstances.
Ability to respond to all hospital staff, patients and visitors in a courteous, helpful manner.
Proficient in literacy and numeracy skills.
Ability to work in a physically demanding environment requiring constant bending, reaching
and lifting.
Proven commitment to the principles and practise of:
- EEO, Ethical Conduct, diversity and OHS&W;
- Quality management and client oriented service;
- Risk management.
Experience
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Experience in general office duties
Telephone and keyboard experience
Knowledge
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Understanding of Occupational Health, Safety & Welfare principles and procedures
Understanding of Quality Management principles and procedures
Knowledge of Occupational Health and Safety and Fire Safety principles
Understanding and application of confidentiality requirements
2. DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)
Personal Abilities/Aptitudes/Skills
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Aptitude and skill in delivering high standard customer service
Experience
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Proven experience in basic computing skills, including email and word processing
Use and understanding of terminal digit filing system
Use and understanding of a computerised tracking system
Previous participation in quality assurance activities
Experience in a Client Records Department
Knowledge
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Medical terminology.
Knowledge of clerical filing systems and procedures within a hospital environment.
Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)
Other details