Medical Record Culling Clerk

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					                       JOB AND PERSON SPECIFICATION

TITLE OF POSITION:                             ADMINISTRATIVE UNIT:
Medical Record Culling Clerk                   Southern Adelaide Health Service
Classification: ASO1                           Health Unit: Flinders Medical Centre
Classification Reviewed: 2/07                  Division: Information Service
Position No: FM 3075                           Department / Section: Medical Record Service
Position Created: 2/07

                               Job and Person Specification Approval

          _________________________________________                   _____/_____/_____
                           CEO or Delegate                                  Date

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 state-
wide 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

Information Service is a diverse group of technical, administrative and artistic staff who collectively
provide support to the Clinical and Corporate Divisions within Flinders Medical Centre and the
Flinders University School of Medicine. In total there are approximately 90 staff and the Division has
a budget of $5m. The Departments within the Division are:

      Admission Office
      Communications Management
      Medical Illustration and Media
      Keyboard Services
      Medical Record Service

The Medical Record Service consists of 27.8 FTE and is situated on the ground floor (Level 1) of
the hospital. The Culling position is a continuing process which entails

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      retrieving patient medical records from the main file and the tunnel area by using a computer
       generated list to extract the appropriate records.
      loaning casenotes on the computerised Central Patient Register (CPR) using the tracking
       system and transporting casenotes (in a metal trolley) to the appropriate area.
      filing casenotes on metal shelving in terminal digit order
      placing casenotes in archive boxes ready for collection
      data entry
      liaising and consulting with the offsite provider when necessary

The culling process may require barcoding of each casenote and data entry to the FMC tracking
system to ensure all appropriate personnel can track the location of archived medical records before
the casenotes are collected from the offsite provider.

This position may also be required to assess previously archived medical records and review them to
determine the appropriate retention/disposal classification on whether they are eligible for permanent
or temporary retention.
The culling process ensures there is sufficient space in the main file for newly registered patients and
expanding current patient records.

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)

Supervisor reports to:                                       Medical Record Service Manager
Supervisor’s position:                                       Discharge Supervisor, Medical Record Service
Subject position:                                            Culling Clerk, Medical Record Service
Staff supervised:                                            N/A
Other positions reporting to the Supervisor:                 ASO1 Admin Officers, ASO2 Team leaders

4. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)

      Shifts are negotiable from 8am until 4.15pm Monday to Friday on a 5 day Roster.
      Staff are required to work, weekends and after normal working hours when requested to cover
       shifts when there is sick leave, annual leave, back log of work etc to ensure services are
      Staff at times, will be required to work some hours in isolation.
      May need to assist or relieve in any department within the Division of Information Service
      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
      May 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

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5. STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES                              (group in to major areas
   of responsibility / activity and list in descending order of importance).

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.

Contribute to the archiving/culling and storage of the medical record by:

 ensuring confidentiality of patient information by being aware of, and abide by the FMC
  Confidentiality Policy

 referring to a computer generated list to cull from the main file to the Archive area (Tunnel)

 accessing previously archived medical records in the tunnel area, level 1, to determine whether
  they are to be moved to offsite storage or reactivated and returned to the main file. As well as
  referring to a generated list to extract medical records you may be required to assess the contents
  of the casenote by checking the date of birth of the patient together with last attendance dates and
  any other criteria as documented in the departmental Procedure Manual

 maintaining, barcoding and sentencing casenotes

 co-ordinating loose results where the casenotes are already offsite or in tunnel area

 keying data into the computerised Central Patient Register to ensure all authorised users of the
  medical records have the correct and up to date location of archived medical records

 Liaising/consulting with the offsite provider as required

 maintaining the overflow section on a regular basis in consultation with the supervisor

in order to promote a safe and efficient storage system within the department within OH&S

Acknowledged by Occupant:______________________________ Date:_____/_____/_____

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1.   ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)

Educational/Vocational Qualifications

    Nil stated

Personal Abilities/Aptitudes/Skills

    Proven commitment to the principles and practise of:
              EEO, Ethical Conduct, diversity and OHS&W;
              Quality management and client oriented service;
              Risk management.
    Basic keyboard skills
    Customer Service
    Problem solving
    Physically fit
    Ability to work as part of a team
    Ability to work with limited supervision
    Able to work to documented guidelines and policies
    Flexibility to adapt to a changing work environment


    Nil stated


    Understanding of Occupational Health, Safety & Welfare principles and procedures
    Understanding of Quality Management principles and procedures

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2.   DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)

Personal Abilities/Aptitudes/Skills

    Use initiative and be self-motivated
    To work effectively under pressure
    To remain courteous and calm
    To be able to use some initiative


    Proven experience in basic computing skills, including email and word processing
    Previous Medical Record experience
    Telephone and keyboard


    Nil stated

Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)

    Nil stated

Other details

    Nil stated

                                                                                                   Page 5 of 8
                          INFORMATION FOR APPLICANTS
Thank you for considering applying for a position with the Southern Adelaide Health Service
(Southern Health). Recruitment and Selection processes at Southern Health reflect best practice and
a commitment to a selection based on merit. This means treating all applications in a fair and
equitable manner that aims to choose the best person for the position.
The following information is provided to assist you when applying for a position with Southern Health.

A well presented, easy to read application will allow the panel to assess the information they need
from your application. To give yourself the best opportunity to reach interview, the application should
clearly and concisely demonstrate to the selection panel that you are suitably equipped to perform
the role, and that you possess all of the stated minimum essential skills, abilities, knowledge,
experience and educational qualifications (where required).
We suggest the following format:
     A covering letter of up to 2 pages introducing yourself to the selection panel and describing your skills,
      abilities, knowledge, qualifications and experience in relation to the position. The covering letter should
      clearly state the job vacancy number, position title, your name and your contact details;
     Curriculum vitae that includes your personal details, relevant employment history, education, training
      courses, qualifications and professional memberships. Your CV should also include your nominated
      referees, their position and their contact details.

Selection for interview will be based on an assessment of your application against the requirements
of the position as outlined in the Job Specification, and against the criterion detailed in the
accompanying Person Specification. It is recommended that you carefully read the Job and Person
Specification to understand what the position entails before proceeding to apply for the position, and
ensure that your written application reflects your suitability for the position.
Note for Nursing/Midwifery applicants: Applicants applying for positions at the Clinical Nurse (level 2)
classification are required to demonstrate by way of example/evidence that each of the criteria contained in the
statement of key outcomes and activities of the Job Specification are met in their application.
Please ensure that your written application includes sufficient information for the panel to make an
informed determination.

It is recommended that you advise your referees of the position you are applying for as the panel
may seek their opinion of your capability to perform the requirements of the position. At least one
referee should be your immediate supervisor/manager in your current position, able to provide
current feedback about you to the selection panel.

Please ensure that you complete and submit this from with your application.

It is generally preferable that applications are not bound or in folders, and that the requested number
of applications be provided when posting. Please ensure that applications are addressed as
indicated in the job advertisement, and that you allow sufficient time for your application to reach us
by the closing date/time specified. Late applications may not be considered.

               We take this opportunity to wish you success with your application!

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                                                             OHS & Injury Management Services

POSITION TITLE:                                               Medical Record Clerk/Culler
DEPARTMENT/UNIT:                                                    Medical Record Service
HRS PER DAYS & DAYS PER WEEK:                                        7.5 hrs p/day up to 37.5 hrs p/week.
Information for Applicant:
A job demand analysis is an objective & systematic procedure to identify and quantify the physical
demands and environmental conditions of a particular job. This process is also used to enable the best
match of person to job.
This Job Demand Analysis is used to provide all applicants with information about the essential
physical demands of the position and to measure at the applicants' ability to meet the inherent
requirements of the position. Please ensure that you carefully read through the task requirements
looking at the frequency of the work to assess your fitness for this position.

Frequency of Work:            Never:                     0%
                              Infrequent:                between 1 and 20 minutes per day
                              Occasional:                20 minutes to 2.5 hours per day or up to 32 repetitions per day
                              Frequent:                  2.5 hrs to 5 hrs per day or 33 – 200 repetitions per day
                              Constant:                  more than 5 hours per day or over 200 repetitions per day
 Task requirements                                                                        Frequency of Work
                                                                              Never   Infrequent   Occasional   Frequent       Constant

 1.   Sits at a desk or work station performing written or keyboard
      tasks (eg: typist = constant; eg Nurse sitting performing procedure)                                       
 2.   Performs complex data entry tasks e.g. Spreadsheets,
      database or statistical analysis. (eg: for a Nurse Manager rate the
      task as frequent)
 3.   Stands at work bench or bedside undertaking tasks. (eg: for
      technical officer BME rate the task as frequent)                                                           
 4.   Walks distances, possibly with load: Indicate maximum weight
      of object carried: ___7__kgs. (eg: for a medical records clerk select
      occasional & enter weight)
 5.   Is required to push a wheeled object a distance possibly
      including going in and out of lifts.
      Objects usually pushed? (eg trolley, bed)_______Trolley______                                  
      Surface type? eg carpet, vinyl, uneven___Carpet & vinyl________

 6.   Is required to use lifting/pushing/pulling forces, to a maximum
      force of 15-20 kg (eg repositioning dependant patients in bed)                                  
 7.   Is required to climb steps/ladders                                                                          
 8.   Is required to lift/lower objects. Maximum Weight of object
      __7__kgs (unloading trolley)                                                                                
 9.   Is required to perform tasks below waist level (eg: repairing
      equipment, cleaning floors, retrieving items from shelving assisting
      patients with footwear)

 10. Is required to work in positions where the spine is rotated ( eg
      reaching to either side of the body)                                                           
 11. Is required to reach arms above shoulder height (eg: cleaning,
      retrieving items from shelving,)                                                                            
                                                                                                                           Page 7 of 8
12. Is required to use an extended forward reach (eg: attending
    patient care, repairing equipment)                                                                        
                         Task requirements                                             Frequency of Work
                                                                          Never   Infrequent   Occasional   Frequent       Constant

13. Performs tasks that require fine motor movement of fingers
    and hands (eg. using pipettes)                                                 
14. Is required to operate hand tools (eg scissors, drill)                         
15. Performs tasks that require good hand eye co-ordination. (eg:
    cleaning, packing or using fine instruments)                                                              
16. Is required to perform repetitive movements of the upper limbs                                            
17. Performs tasks using a microscope                                      
18. Uses feet to operate a device (eg: use an emergency stop switch,
    applying brakes to wheeled objects) Moving stools                                             
19. Is required to work in a confined space (eg: tradesperson working
    in ceiling space)                                                                             
20. Are sustained postures required in any of the above? (List task
    number & longest sustained period. eg. No 9 for 5minutes)              
21. Is required to wear protective clothing/equipment: If relevant
    please specify: gloves, splash glasses                                 
22. Is exposed to excessive noise (eg: working with power tools, using
    lawn mowers)                                                           
23. Is exposed to thermal extremes (eg: required to work outdoors in
    summer when temperature is very high)                                  
24. Works with Chemicals If other than laboratory areas please list
    chemicals:                                                             
25. Is exposed to vibration (eg: workshop setting)                         
26. Works with Ionising Radiation (precautions in place to
    minimise any risk)                                                     
27. Works with Biological Material (eg: laboratory workers)                
28. Works with animals: If relevant please specify:                        
29. Other tasks: (please list)

30. Has a workstation that is adjustable to suit individual
    dimensions (eg: movable furniture, adjustable chair or equipment)
                                                                                  No                           Yes
31. Is able to regulate own workload & frequency of tasks                         No                           Yes
Job Demand Analysis Completed by:

Michelle Fowell                                                          Date:    27/10/08

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