Job Description
Job Specification and Terms & Conditions Job Title & Grade Grade V Reception and HIPE Coder Campaign Reference RQ939 Contract Type Part-time Permanent Closing Date Friday October 25th Proposed Interview Date Interviews will be held as soon as possible after closing date.Candidates will normally be given at least one weeks' notice of interview. The timescale may be reduced in exceptional circumstances Taking Up Appointment A start date will be indicated at job offer stage Informal enquires Audrey Dolan; email address: Location of Post Peamount Healthcare, Newcastle, Co. Dublin Details of Service Peamount Healthcare is an independent voluntary organisation that provides a range of high-quality health and social care services. We help people return home after a serious illness, we provide safe and homely residential care for those who need it, and we support people to live as independently as possible in the community. Reporting Relationship Administration Manager Purpose of Post This role encompasses administrative duties primarily associated with providing cover for Admin leave on Peamount: Reception (to include evenings and weekends) HIPE Coding Eligibility Criteria Qualifications & Experience The successful candidate will be expected to meet the following: Essential Criteria: Have a minimum of 2 years administrative experience. Have been educated to Leaving Certificate Standard. Have excellent secretarial and organisational skills. Have sound knowledge of Excel, Word for Windows and other related applications, an aptitude for computing is essential. Demonstrate an ability to work on own initiative. HIPE Coding training and knowledge Have sound knowledge of HIPE systems and reporting. Desirable Criteria: Relevant Medical Administration Qualification would be an advantage. Experience working in a Healthcare setting. Skills, Competencies and Knowledge Excellent office-based communications skills including phone, email, letter writing and note-taking, and be able to communicate effectively in a clear and concise manner A capacity to deliver on results within timeframes Excellent Customer Services skills Organise and prioritise work effectively Ability to work with little supervision and have a respect for confidentiality General Duties Reception Maintain throughout the Hospital awareness of the privacy of the patient in relation to all Hospital activities. Provide efficient general administrative support to the designated area. Ensure correspondence is dealt with in a timely fashion. Maintain efficient general office procedures as appropriate to the post. Collate all general correspondence, reports and documentation in relation to the work of the department. Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner. Provide Administration Manager with support and supervision for the Administration Team. Clinical Coding Educate staff on and be an advocate for HIPE coding within the hospital so that the importance of HIPE and its benefits to the hospital is known. Be part of raising awareness throughout the hospital of the importance of clear and concise Clinical Information being recorded. Obtain patient medical records for Inpatient and day case discharges which have not been entered onto the HIPE system. Extract the Clinical Information regarding diagnoses and procedures recorded in the patient medical records in accordance with Irish Coding Standards (ICS) in the first instance and Australian Coding Standards (ACS). Codify the diagnoses and procedures using the current classification system according to the rules of ICS & ACS. Ensure that all discharges are coded within the given timelines and that the department can meet its coding deadlines. Be able to identify information gaps in clinical information for common admission types and treatment types. Responsibility to ensure that the confidentiality of patient data is maintained at all times. Knowledge of how the monthly export of coded HIPE data to the HPO is managed on a monthly basis. Provision of ad hoc reports as and when required. Any other duties with regard to the team as may be assigned from time to time. KPIs The identification and development of Key Performance Indicators (KPIs) which are congruent with the Hospitals service plan targets. In conjunction with line manager assist in the development of a Performance Management system for your profession. Campaign Specific Selection Post A ranking and or short-listing exercise may be carried out on the basis of information supplied in your CV.The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification.Therefore, it is very important that you think about your experience in light of those requirements Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview depending on the service needs of the organisation. Code of Practice Peamount will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principles basis.The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of Code of Practice. Codes of practice are published by the CPSA and are available on The reform programme outlined for the Health Service may impact on this role and as structures change the job description may be reviewed. The job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive or restrictive and is subject to periodic review with the employee concerned. The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office. Terms & Conditions of Employment Grade V Reception and HIPE Coder Peamount Healthcare, Newcastle, Co. Dublin. Tenure Permanent contract with standard probation period apples. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled.The tenure of these posts will be indicated at expression of interest stage. Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004. Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health:Current salary scale with effect from 1st October 2024: Grade V Clerical Officer €50,202 (Point 1) to €60,052 (Point 7) Working Week The hours allocated to this post are 18.5 hours per week. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service. HSE Circular 003-2009 Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016 applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008, will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016.) Annual Leave 29 days (pro rata) Probation All employees will be subject to a probationary period as per the probation policy. This policy applies to all employees irrespective of the type of contract under which they have been employed. A period of 12 months probation will be served: On commencement of employment. Fixed term to permanent contract. Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post. Pension Employees of Peamount Healthcare are required to be members of the Hospitals Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment. If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012. The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body. Maternity Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001. Pre-Employment Health Assessment Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospitals Occupational Health Service and if required undergo a medical assessment with this department. Any person employed by Peamount Healthcare must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Validation of Qualifications & Experience Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven. References Peamount Healthcare will seek up to two written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Garda Vetting Peamount Healthcare will carry out Garda vetting on all new employees. An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees. Health & Safety These duties must be performed in accordance with the hospital health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate departments safety statement, which must be read and understood. Quality, Risk & Safety Responsibilities It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety. Participate and cooperate with external agencies on safety initiatives as required. Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: National Standards for Safer Better Healthcare. National Standards for the Prevention and Control of Healthcare Associated Infections. HSE Standards and Recommended Practices for Healthcare Records Management. Safety audits and other audits specified by the HSE or other regulatory authorities. To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospitals continuous quality improvement programme. It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as the practice that serves to keep people and the environment clean and prevent infection. It involves preserving ones health, preventing the spread of disease and recognizing, evaluating and controlling health hazards. It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices. Department heads/ managers have overall responsibility for best practice in hygiene in their area. It is mandatory to complete hand hygiene training every 2-years and sharps awareness workshops yearly. Skills: HIPE Coding Experienced Admin Organised