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HomeMy WebLinkAboutMINUTES - 07081986 - 1.39 ,t _ 1-039 POSITION ADJUSTMENT REQUEST No. �f Date: 6/6/86 ADAYE Dept.'-,'No' -, No./ Copers Department Health Svc/ Budget Unit No. 0540 Org. No. 6319 Agency No. 54 Action Requested: Reclassify Clerk- senioriiovel position #54-173 to Supervising Clerk. - -- Proposed Effective Date: 7/9/86 Explain why adjustment i,� needed: To properly classify the incumbent (Maude Tate) according to the duties she performs. Classification Questionnaire -n+tached: Yes E3 No [� Estimated cost of adjustment: $ 170/mo. Cost is within department's budget: Yes ® No [] If not within budget, use reverse side to explain how costs are to be funded. ell� Department must initiate necessary appropriation adjustment. web Beadle, Use additional sheets for further explanations or comments. Dept. Personnel Officer for Department Head Personnel Department Recommendation Date: 6 -02S-- ?� Reclassify Clerk - Senior Level position #173, Salary Level XB 1146 (1429-1781) to Supervising Clerk, Salary Level XB 1311 (1685-2100) . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. 7 - 5-F6 Date for Director rsonnel County Administrator Recommendation Date: Approve Recommendation of Director of Personnel Disapprove Recommendation of Director of Personnel Other: -or County Administrator Board of Supervisors Action Phil Batchelor, Clerk of the Board of Adjustment APPR0VED)49i64RFR@V6D on JUL 8 1986 Supervisors and County Administrator y e *a4z"Date: Wk � ��'� 8y: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M 5 r MAUDE FRAZIER EMPLOYEE NA 1. What is the function of your work unit? I work for the Inpatient Psychiatric Services ( I/J/E-Wards) . I&J-Wards are 2-20 bed acute inpatient psychiatric units located at Merrithew Memorial Hospital . These inpatient units provides stabilization to mentally ill individuals in Contra Costa County. 2. For whom or for what group are you providing clerical support? Inpatient Psychiatric Services Administrative Team (Medical Director-ADAMH Div. , Asst. Dir. I/J-Wards, 2 Clinical Program Coordinators and Supervising Nurse) ; Inpt MD's, (5), MHTS's (6) , and nursing staff as needed (a total of 15+ individuals). Department of Psychiatry & Psychology - 50 approx (MD's & Lic.Ph.D. 's) Psych Quality Assurance Committee - 1550++members(MD/RN's/Ph.D. 's) Pj-ob I �SIavtiLgthCeor�riteaehd vrti �loef Izne f{�epsor�rw{fi�'ssu�e`Wfses your posiionh i ncl . i.npt. How is your work reviewed? F. Molina, Ph.D. , Assistant Director, Inpatient Psychiatric Services J . Hartog, M.D. , Medical Director, A/DA/MH Division My work is reviewed oh an unscheduled/ongoing basis, monthly meetinns and annual evaluation. 4. Where is your supervisor located in proximity to your desk? Both Dr. Hartog and Dr. Molina are located in the trailer-module across from the trailer module where my desk is located. 5. What are the most important assignments you perform and why? 1 ) Supervision of staff and providing administrative and clerical support to staff/committees. This provides coordination of services, ensures timely flow of work, prevents duplication and pro- vides uniformity of services. It is important to interpret and transmit info (whether to staff, public/other depts) appropriately as it reflects on myself, Inpt Psych Services and the County-and in some cases cause the County legal liability. 2) Getting patients transferred in a timely manner establishine financial status ensures optimal care for the patient and generates revenue for the County. 6. What is the most difficult or complex work you perform and why? Supervision of staff and providing administrative and clerical support to staff/committees. Due to the number of individuals which I provide clerical/administrative support for and the variety of duties I am responsible for (See Classification Questionnaire pq 1&2.) 1 must prioritize and cope with the demands made on me to see that the job is done appropriately and in a timely manner. I have a general knowledge of MH and the overall departmental/divisional function and knowledge of purposes,objectives, activities and process of Inpt Psych and I am able to integrate that with the department and other divisions. 7. What parts of your job involve the greatest responsibility and why? Supervision of staff and providing administrative and clerical support to staff/committees. This requires coordination of services to ensure timely flow of work, prevent duplication and uniformit of services for a common goal . Again, due to the complex nature of my job and number of indivduals involved I must use my own judgement to see that the job is done appropriately. If done inappnopr ately., it cause the County legal liability, loss of revenue, poor public relations. 8. List the name and job titles of employees to whom you are assigned to provide lead direction. Bonnie Spirk, B-Level Clerk - I-Ward Jeannette Wilson, B-Level - on-ca W' Mary Torpey, B-Level Clerk - I-Ward. PI B-Level clerk - I-Ward (Vacant) �' -Curtis Coleman, B-Level Clerk - J-Ward Liaison to C-Level Clerks (3) D. Ledesma J . Spruyt - Barbara Harper, B-Level Cler - J-Ward D. Muir (ALL E-WARD) 9. Do you deal with extraordinarily difficult, angry or potentially explosive persons? Provide an example and indicate the frequency of these contacts and what your responsibility is in these situations. YES I&J-Wards are the acute inpatient psychiatric units (2-20 bed units)which provides stabilization to the mentally ill (acutely psychotic) individuals in the County. Most pts are here involuntarily (designated danger to self, danger to others, -gravely disabled - W&ICode 5150). 1 co on and the wards several times a day(the County recognizes this as hazardous & I receive hazard duty pay) . I have been threatened with bodily harm,had coffee thrown at me, had pts attempt to go AWOL out the dooPl `,6vit'h.. me, etc. Itis my responsibility to not respond 1n. kind, maintain- a professional attitude and attempt to not exacerbate the situation, show a respect and concern_ for each patient 12. How long have you been in your current position 5 years -5 Months 11. Where were you assigned before this position? Desk, Department, Location, Assignment. Secty to Rod Kaplan, Executive Director, CCCHP Asst. Secty to A. Leff, HSD - CCCH Secty - Senior Staff - CCCH Irl all of these positions I orke out of class I was ITC at the ti e. (Signature) T,�F ` ,� (Date) �� ���,� COMMENTS OF IMMEDIATE SUPERVISOR Do you concur or disagree with the statements of the employee? If you disagree, be specific as to why. We concur with the statements made by Ms. Frazier and recommend her for this position due to the =fact that she has been providing this supervision, administrative and clerical support for approximately 4 years. She has an integrated knowledge of several difference sets of policies/procedures/regulation, etc. and understands them, interprets them to a variety of situations/peoples. Her work requires and she has a general knowledge of the issues (Mental Health related) and has an overall knowledge of departmental functions and process and specific knowledge of the purposes, objectives and functions of the department and the ability to work with other departments. She interprets and transits this information to What parts of this job do you check or review closely and why? other employees/clients,general public/other agencies/etc. appropriately. She has provided supervision to clerical staff which is necessary in order to ensure the timely flow of work and prevent duplication in this diverse and complex system. She has the ability to deal with a variety of situations and personalities. In addition, due to the complexity of her job she prioritizes appropriately. She is a valuable employee to the County and to us and we recommend her highly. In our opinion, she has been functioning in this capacity for approximately 4 years and should receive compensation for this. Her assignments are highly complex and she works with a high degree of independent action. She is basically reviewed on an ongoing basis, weekly meetings are held with her regularly for information passing and she receives an annual evaluation. She can be trusted with the most confidential of matters and has proven to be an extremely reliable and trustworthy employee. (Signature) �.,.. Date) COMMENTS OF DEPARTMENT HEAD / DESIGNEE Comment on the statements of the employee and supervisor. If you disagree with the employee and/or supervisor, be specific. Maude Frazier is the mainstay of the Inpatient Psychiatric Administration. She performs her multiplicity of duties with excellence and consummate skill and diplomacy. She works in a most stressful environment associated with the inpatient psychiatric units, the patients, their distressed families, legal system and professional staff. Her efficiency, initiative, broad knowledge, extensive information, good humor, calm under pressure allows the inpatient ps*chiatri6 system to deal effectively with the most difficult disiwtrbed patients in the County. She is a self-starter who manages a very complex administrative operation that without her would falter and require 3 people to replace her. (Signature) �'� (Date) May 15, 1986 J. Ha og, M.D. Medical Director, A/DA/MH Division .,Jn CLASSIFICATION QUESTIONNAIRE (CONTINUED) Percent Of Description of Work: Time Required As recording secretary, I record minutes, prepare agenda, arrange meeting rooms, order lunch as necessary, prepare and distribute minutes/agendas, contact person, etc; originate routine memos/reports from results of meetings, obtain authorizing signatures, conduct surveys and gather statistics, record case conference notes. I maintain a master file for all minutes for JCAH and the hospital . Many sensitive issues are discussed at the above meetings, I shield department business from unauthorized person, handle all information in a confidential manner. This protects the County's legal liability. (continued from page 1) As a Supervising Clerk I will document unsatisfactory staff performance, initiate disciplinary actions, and make recommendations for dismissals, suspensions, and demotions. CLERICALDEIEP. CLAS:, , CLASSIFICATION QUESTIONNAIRE Name Department Division Work Unit Maude E. Frazier (Tate), Inpatient Psych Services, ADAMH Division J-Ward Job Classification Work Location & Address Supervising Clerk, J-Ward - Merrithew Memorial Hospital ., 2500 Alhambra Ave. , Martinez Percent Of Description of Work: Time Required 50% 1 provide supervision to 4 FT permanent B-Level Ward clerks ( 10-Wards) , 2 shift (Days/PM's-5 days week) , and 2-PI B-Level Clerks that provide SL/ _ VAC/HOL coverage for E/I/J-Wards (7 days week/2 shifts (Days/PM's). I_p I an/ass i gn/review their work; traj_n__n.ew -.employees .and ex.i st_i-ng_emp I o_yees on work procedures/policies/activities; recommend changes on ,-work procedures/ . policies/equipment/activities. I interview and select or recommend selection of clerical personnel . I conduct and participate.- in the evafuat.non of ,empl ogee performances. I interpret policy and procedures to clerical staff and insure County and departmental policy and rules are followed. I supervise the time and attendance records and make decisions on routine and non- controversial personnel matters and other duties as needed. I arrange scheduling (coverage for VAC/SL/HOL) . I am also liaison to E-Ward clerical staff (3 C-Level Senior Level Clerks) - working 7 days week/2 shifts (days/ PM's) . I attend the Supervising Clerk meeting held monthly and disseminate the information to all clerical staff concerned on all 3 wards. In the event of need I have the ability/knowledge/skill to cover any of the positions on any of the wards. (Clerical staff on these units handle a variety of duties. They answer all phone calls (e.g, from police, individuals, relatives, patients, therapists, etc. - all seeking assistance or information to help a seriously disturbed mentally ill person) : The clerk is responsibile for collecting information from the caller and determine the facts of the situation, assess the nature of the problem and respond appropriately. They must be knowledgeable about referral sources, services, eligibility requirements, contact procedures to other departments/outside agencies/hospital . They must give specific and accurate information and advice to the callers. They receive and direct persons entering the wards (e.g. , patient/relatives/friends/police/ambu-van personnel ) . They aid in maintaining the safety of the patient/relatives/ friends/family by monitoring patient's behavior. They obtain information from the patient/family/fr.iends regarding Medi-Cal/insurance/etc. There is much patient contact on the wards (patients wanting to just talk, asking for money/cigarettes/grooming aids - clerks must maintain a professional attitude at all times and attempt to not exacerbate the patients situation, maintain a respectful attitude, etc. Informs patients of rights, orders supplys/food/ medical supplys/contacts plumber/engineer/carpenter for r.epal-rs. Checks patients in, puts chart in order, obtains signatures when needed, maintains admission/discharge log. They also prepare paperwork for patients transfer to other hospitals (copy records/obtain release of infor/arrange. arrange for transportation - this requires knowledge of other hospitals admission cri- teria/legal status of patient/eligibility/etc. Prepares paperwork for Temporar, Conservatorship (copies charts/makes sure T-Con is completed appropriately/ signed) . The clerical staff on E-Ward have the additional duty of operating the billing computer. Many of the duties, if not performed appropriately, accurately/correctly can place the County in legal jeopardy, affect revenue, . and the safety and well being of both patient and staff. (continued on page 3) 40% ADMINISTRATIVE ASSISTANT & CLERICAL SUPPORT I provide administrative and clerical support to the Inpatient Administrative ` ..� Team which includes the Medica'I Director of the ADAMH Division, Assistant Director of Inpatient Psych Services, 2 Clinical Coordinators and the Supervising Nurse; I also provide clerical support to Inpatient MD's (4) , `- MHTS's (6); Nursing staff as needed. A total of: 15+ individuals. I attend meetings as a representative of Inpatient Psych Services (e.g, Transportation Committee, Billing/Computer, etc. ) ,' special projects as assigned, statistic6l and data gathering for required reports (State/County/Health Services/MH .Advisory Board) . I originate routine memos .and letters. I am responsible for maintaining the time and attendance records; obtain coverage as needed January. 1982 for. both MD's & MHTS's (SL/VAC/HOL); schedule the On-call MD's/Midnight coverage and maintain this record; process personnel...papers for MD's/MHTS's Clerks (contact person f.or those interested in positions with Inpatient Psy h Services), arrange_interviews .and expedite paperwork to complete h_iti-ng--pr es • CLASSIFICATION QUESTIONN tE (CONTINUED) Percent Of Description of Work: Time Required Assist in preparing the budget for Inpatient Psych Services. I am responsible for the Petty Cash fund ($100), which includes maintaining the record for audit purposes and if the money should be dispersed as requested. I am responsible for the Bus (AC Transit/Couh.ty Connection), BART tickets - which are used for patient transportation on discharge. I use my judgement o as to what type transportation a patient should/could use, maintain record for audit purposes. I am authorized to approve transportation for patient being transferred/discharged from Merrithew Memorial Hospital .- I prepare daily patient assignment lists for MD's/MHTS's/Nursing staff (this requires that I take into account census, where the patient resides, whether patient has been here previously and developed a rapport wtth specific staff and includes the pts legal status (whether pt is on Conservatorship/T-Con. ) whether or not the patient is due that day for a Gallinot Hearing, etc. I maintain logs on all patients admitted/discharged to/from Inpatient Psych Services; Team Assignment log, Temporary Conservatorship file; Short Doyle log (for those patient sent to State Hospital ) , 14 Day Certification (5250) (which includes when patient is scheduled for hearings/date certed/impairment and results of the hearing) . These various logs are maintained for the various reports required from State/JCAH, Hospital , etc. . I maintain files (personnel ; etc. ) ; order supplies, prepares work orders and I am the contact person also. I am the key operator of the copy machines (trained by the distributer to fix minor fames, etc. ) I have also been trained to operate the CPT and I am authorized to enter information +nto the hospital billing computer on E-Ward. I am responsible for making sure that,-ial'I referrals to the Temporary Conservatorship Intake Unit from Merrithew Memorial Hospital (all wards) are delivered in a timely manner. As RECEPTIONIST, I anser a wide variety of questions pertaining to Mental Health Services/Health Services Department, etc. . These questions come from staff/ patients/other departments/outside agencies/etc. . I use my own judgement as to which questions should be answered and which should be referred. These questions include patient rights issues, services offered, info regarding patients, other facilities, etc. There are 8 telephone lines in my office; I take messages, refer to others for action when necessary, give out information prudently and in concurrence with the ethical and legal guidelines, handles calls di-plomatically and conduct crisis work to keep callers on line until professional help can be reached (e.g. , client called threatening suicide, client was kept on line obtained enough info so that help could be dispatched. I screen all calls to the adminis- trative team/MHTS's, and use my own judgement as to whether I handle the call or refer it to the appropriate person. I priioritize mail as to importance and route it to appropriate person or handle it myself. I shield department business from unauthorized person, ensure confidential handling of patient/staff department issues, 10% RECORDING SECRETARY: I *am recording secretary for the following: DEPARTMENT OF PSYCHIATRY & PSYCHOLOGY, approx 50 members (MD's & PH.D's) , held once a month, at noon at the hospital . This meeting deals with administrative issues, risk management, clinical issues, etc. . INPATIENT PSYCH SERVICES STAFF MEETING: ( I&J-Wards), held twice a month on a rotating basis on I & J-Ward to discuss ward issues/policies/procedures/etc. PSYCHIATRIC QUALITY ASSURANCE COMMITTEE: 10 member (MD's Ph.D. !s: RN's, ) held once a month, at noon. This deals with medical monitoring/quality assurance issues various studies for JCAH requiresment/etc, for Inpatient Psychiatric Services. PROBLEM SOLVING COMMITTEE: Held once a month at the hospital . This meeting deals with model cases (clients) within the system and generally focuses on clinical issues regarding treatment/patient movement/coordination of treatment/proper placement/difficult clients - these cases generally have global concerns for Mental' Health system and is attended by concerned from the various regions/East/ West/Central County, Contract programs - (MHTS's/MD's/etc. ) .