Healthcare Records Manager

Job Summary:
The Healthcare Records Manager will be responsible for the Healthcare Records Department and associated libraries both on and off site. The Manager will ensure the day to day running of the Department while also ensuring that there is creativity and development of services in line with local service user needs and national policy. The Manager will manage the staff and commercial contracts associated with the service.

Key Areas of Responsibility include but are not limited to:
• The recruitment, management, training, development, performance of staff within Healthcare records.
• Ensure effective communication with staff and the General Services Management Team.
• Change Management including review and optimisation of work practices in conjunction with staff.
• Data Management including auditing, data quality management and ensuring accurate statistics are kept in relation to department activity.
• Contract Management to include the management of the off-site storage contract and costs associated with same.
• Be aware of both the divisions and department’s goals and objectives and work with the General Services Team to achieve same.
• Identification and management of risks including escalation where necessary.
• Support and participate in the General Services Department taking on project management roles where appropiate

Operational Management

• Responsible for the management of the administrative function of the Health Records Department ensuring the efficient and effective day to day running of the department, matching resources to need with flexibility to respond to workload pressures.
• Manage the off- site storage contract and new initiatives regarding scanning and reduction of storage.
• Ensure the Department monitors its financial resource/budget and ensure value for money
• Responsible for the effective implementation of HR guidelines, policies and procedures in relation to the management and support of staff
• Ensure service is delivered to all stakeholders in line with hospital policies and procedures and service level agreements
• Ensure good communication within the Healthcare Records Department by appropriate means including establishing regular staff meetings in line with the hospitals communication strategy.
• Promote awareness of confidentiality and good record handling practices.
• Ensure that all operational activities are carried out in a fair and equitable manner and according to hospital policy including; rostering, annual leave planning, overtime arrangements, allocation of duties, recruitment and selection of staff, training and professional development.
• In consultation with the General Services Manager develop short, mid and long term strategic plans for the Department
• As a Senior Manager within General Services provide cross cover to other areas in the division as required and deputise as required.
• Participate in the development of service level agreements by supplying information to understand costs, pricing of service, service requirements.
• Prepare and present reports as required.
• Keep abreast of changes in service delivery methods and projects within the hospital to ensure services can respond appropriately
• Develop policies, procedures and guidelines to ensure services are provided in line with best practice
• Produce an annual report on Healthcare Records Library services.
• Participate in the tendering process for services as required
• Participate in the development of business cases and/or other proposals for improvements or modernisation of services.

Projects/Service Developments
• Support the operational implementation of new service initiatives, including liaising with stakeholders, developing operational policies and guidelines as required
• Identifying opportunities for work process improvement, initiating and management of steps to achieve same
• To lead projects which improve the quality of the service provided to services users undertaking reviews of policies and procedures ensuring best fit for the department whilst ensuring they are keeping in line with current HSE guidelines and Beaumont Hospital’s protocols

Human Resources/Workforce Planning

• Be responsible for the recruitment and induction of new staff to the Department
• To appropriately manage resources to ensure the optimal service delivery is being achieved within headcount
• Preparing, motivating and guiding individuals or groups towards hospital objectives
• To be accountable for the effective use of resources, alerting the General Services Manager in respect of imminent budgetary overspends
• Maximise the contribution of staff by developing systems for performance appraisal, personal development, individual and organisational development
• Review work patterns, flexible working arrangements, job rotations, succession planning and personal development plans
• Ensure the responsibilities and objectives for direct reports are clearly defined and understood – job descriptions and person specifications up-to date
• In partnership with HR, develop local strategies for the recruitment and retention of staff.
• Act as a point of contact for staff on human resource issues in accordance with HR policies and procedures
• Be responsible for managing sickness and absence in accordance with hospital policy, maintaining sick leave records, performing analysis, highlighting trends and investigating same where necessary
• Work with the appropriate areas to streamline the approach to recruitment, replacement etc.
• Review overall training requirements for staff, ensuring completion of mandatory training and specialist job relating training as required. Maintain records of staff training, using the STORM / SAP systems as appropriate. Ensure all staff undergo mandatory training as well as any specialist training relevant to their work eg. IPMs
• Encourage a culture of continuous improvement and mutual co-operation in the achievement to the highest possible standards.
• Keep abreast of all developments and changes in practice including legislative changes.
• Promote good industrial relations in employment practices including the handling of grievances in accordance with the relevant policy.
• Participate in disciplinary hearings when required.
• Provide regular updates for staff within patient access services, ensuring that there is a philosophy of open two-way communication and in particular support the Team Briefings Policy.

Staff Development/Training

• Develop a learning and development plan for staff, taking advantage of existing programmes such as the staff development programme and giving staff opportunities to attend meetings relevant to their area of work.
• Be responsible for facilitating all staff to continue their education and personal development to support improved organisational performance
• Ensure the involvement of all staff through open and direct communication

Data Quality Management

• To ensure the quality of data regarding all activity is of the highest quality and that individual staff understand their roles and responsibilities with respect of data accuracy
• Prepare, validate and interpret data for auditing, service assessment for use within the hospital or externally

Planning and Development

• To provide frontline general management advice
• Develop and maintain links with the appropiate departments of the hospital
• Awareness of the departmental goals and objectives and work with the general services management team to achieve same

Quality Management and Risk Management

• Participate and as part of the General Services Management Team, using the risk management framework, taking on responsibilities to identify risks, recommend solutions and to accomplish closure of same.
• Develop, maintain and regularly review risk assessments for the department were required.
• Participation in local risk management initiatives to monitor issues i.e. Health and Safety, Infection Control, Occupational Health, Fire Safety, environmental and organisational risks
• Be familiar with the appropiate standards in relation to Healthcare Records Management
• To co-ordinate the processing of adverse incidents within the department ensuring that they are investigated promptly, respecting confidentiality, instigating preventative action where necessary to fulfil IQS policies and procedures
• Monitor and develop strategies to deal with and minimise adverse events in relation to patient access services and liaise with the IQS department in regards to any investigations that may be required.
• To support and participate in the development of Standard Operating Procedures (either within the department are in conjunction with departments/directorates)
• Liaise with Health and Safety Co-ordinator in relation to compliance with Health and Safety Legislation

General Duties

• Promote equal opportunity and adherence to best proactive employment and approaches to managing and implementing change utilising the team based performance management approach where appropiate
• Act with digression and integrity at all times in relation to sensitive data linked to the department or hospital

Personal

• Ensure adherence to time and attendance clocking conditions.
• Ensure compliance with hospital policies regarding absenteeism and other HR policies as available on the hospital intranet.
• Ensure compliance with mandatory training e.g. standard precautions, manual handling and fire training.
• Undertake such training as is made available or is deemed necessary to ensure efficient work practices eg. Computer skills training.

The above duties and responsibilities are intended to represent current priorities and are not meant to be a conclusive list. This job description may be subject to change in the light of changing circumstances and in consultation with the post holder.
Beaumont Hospital Board may at its absolute discretion reassign the appointee at any time.

Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:
1. Professional Qualifications, Experience, etc
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other
statutory health agencies, or a body which provides services on behalf of the HSE
under Section 38 of the Health Act 2004
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of
subjects in the Department of Education Leaving Certificate Examination, including
Mathematics and English or Irish1. Candidates should have obtained at least Grade
C on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
Or
(iv) Hold a comparable and relevant third level qualification of at least level 6 on the
National Qualifications Framework maintained by Qualifications and Quality
Ireland, (QQI).

Note1:
Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.
The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

And

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Desirable:

Experience
• At least three years proven experience working in a hospital environment
• At least two years proven experience in the direct management and supervision of staff
• Strong organisational and time management skills
• Experience of working with a team both within and outside your department
• Proven experience in change management

Knowledge and Skills
• Strong interpersonal skills, including the ability to work collaboratively with clinical and non-clinical teams
• Excellent verbal and written communication skills.
• Computer Literacy

• Beaumont Hospital Management Development Programme
• A qualification in the area of general management or commitment to undertake same
• Knowledge and experience in ensuring compliance with HSE / National Standards relating to Healthcare Records Management
• Experience in report writing
• Experience on the use of IPMs (Patient Information System) of equivalent system

Informal queries ONLY: 

Dorothy Costello

General Services Manager

dorothycostello@beaumont.ie