Healthcare Records Manager

Overview Healthcare Records Manager (Grade VI)

Permanent

General Services

Beaumont Hospital, Dublin 9

General Services Manager

Appointment will be made on Grade VI salary scale (€58,477, €66,677, €69,056 €71,442 LSIs at a point in line with Government pay policy.)

35 hour working week, Monday to Friday, worked flexibly to meet the needs of the service. Occasional weekend work may be required. It is expected that the post holder will be available mainly during core hours and that the Flexi-clock system will be utilized.

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 creativity and development of services in line with local user needs and national policy. The manager will manage the staff and commercial contracts associated with the service.

Responsibilities

• Recruitment, management, training, development and performance of staff within Healthcare Records.
• Ensure effective communication with staff and the General Services Management Team.
• Change management: review and optimisation of work practices in conjunction with staff.
• Data management: auditing, data quality management and ensuring accurate statistics about department activity.
• Contract management: manage the off site storage contract and related costs.
• Promote and achieve departmental goals and objectives working with the General Services Team.
• Identify and manage risks, including escalation where necessary.
• Support and participate in the General Services Department and take on project management roles where appropriate.

Operational Management

• Manage the administrative function of the Health Records Department ensuring efficient day to day running, matching resources to need with flexibility to respond to workload pressures.
• Manage the off site storage contract and new initiatives regarding scanning and storage reduction.
• Monitor financial resources/budget and ensure value for money.
• Implement HR guidelines, policies and procedures for the management and support of staff.
• Deliver service to all stakeholders in line with hospital policies, procedures and service level agreements.
• Promote good communication within the department by establishing regular staff meetings in line with the hospital's communication strategy.
• Promote awareness of confidentiality and good record handling practices.
• Carry out all operational activities fairly and equitably, including rostering, annual leave planning, overtime arrangements, allocation of duties, recruitment and selection of staff, training and professional development.
• Develop short, mid and long term strategic plans with the General Services Manager.
• Provide cross cover to other areas in the division and deputise as required.
• Participate in the development of service level agreements, supplying information to understand costs, pricing and service requirements.
• Prepare and present reports as required.
• Stay abreast of changes in service delivery methods and projects to respond appropriately.
• Develop policies, procedures and guidelines to ensure best practice.
• Produce an annual report on Healthcare Records Library services.
• Participate in the tendering process for services as required.
• Develop business cases and proposals for improvements or modernisation of services.

Projects/Service Developments

• Support the operational implementation of new service initiatives, liaising with stakeholders and developing operational policies and guidelines.
• Identify opportunities for work process improvement, initiating and managing steps to achieve them.
• Lead projects that improve service quality, reviewing policies and procedures to ensure fit with current HSE guidelines and Beaumont Hospital's protocols.

Human Resources / Workforce Planning

• Recruit and induct new staff to the department.
• Manage resources to achieve optimal service delivery within headcount.
• Prepare, motivate and guide individuals or groups toward hospital objectives.
• Address imminent budgetary overspends with the General Services Manager.
• Maximise staff contribution through performance appraisal, personal development, succession planning and development plans.
• Review work patterns, flexible working arrangements, job rotations, succession planning and personal development plans.
• Ensure responsibilities and objectives for direct reports are defined and understood, with up to date job descriptions and person specifications.
• Collaborate with HR to develop local recruitment and retention strategies.
• Act as contact for staff on HR issues in accordance with HR policies.
• Manage sickness and absence, maintain sick leave records, analyse trends and investigate as necessary.
• Streamline recruitment and replacement approaches with appropriate areas.
• Review training requirements, ensuring mandatory and specialist training completion; maintain training records in STORM/SAP systems.
• Encourage a culture of continuous improvement and mutual cooperation toward highest standards.
• Stay updated on legislative changes and promote good industrial relations.
• Participate in disciplinary hearings when required.
• Provide regular updates for staff within patient access services and support the Team Briefings Policy.

Staff Development / Training

• Develop a learning and development plan for staff, leveraging existing programmes and opportunities for meetings relevant to their work.
• Facilitate staff ongoing education and personal development to improve organisational performance.
• Ensure staff involvement through open and direct communication.

Data Quality Management

• Ensure the quality of data regarding all activity, with staff understanding their roles in data accuracy.
• Prepare, validate and interpret data for auditing and service assessment for internal or external use.

Planning and Development

• Provide frontline general management advice.
• Develop and maintain links with appropriate departments.
• Promote awareness of departmental goals and work with the General Services Management Team to achieve them.

Quality Management and Risk Management

• Identify risks, recommend solutions and ensure closure in line with the risk management framework.
• Maintain and review risk assessments for the department.
• Participate in local risk management initiatives covering Health and Safety, Infection Control, Occupational Health, Fire Safety, environmental and organisational risks.
• Standards familiarity and co ordinate processing of adverse incidents, ensuring confidentiality and preventive action.
• Monitor and develop strategies to minimise adverse events in patient access services, liaising with the IQS department as required.
• Support development of Standard Operating Procedures within or with departments/directorates.
• Liaise with Health and Safety Coordinator for Health and Safety Legislation compliance.

General Duties

• Promote equal opportunity and best proactive employment practices, utilizing a team based performance management approach.
• Act with discretion and integrity when handling sensitive data linked to the department or hospital.

Personal

• Adhere to time and attendance clocking conditions.
• Comply with hospital policies regarding absenteeism and other HR policies.
• Complete mandatory training (e.g., standard precautions, manual handling, fire training).
• Undertake training made available or deemed necessary to ensure efficient work practices.

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.

Qualifications 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

• Eligible applicants: (i) have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body providing services on behalf of the HSE under Section 38 of the Health Act 2004; (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 Irish, with at least Grade C on higher level papers in three subjects; (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). Candidates must achieve a pass in Ordinary or Higher level papers; a pass in a foundation level paper is not acceptable . click apply for full job details