CHAPTER 2 ADMINISTRATION, FINANCE, MANAGEMENT AND ... · Supporting Women with Breast Cancer – Today and Every Day eVersion 2.0 – 42013 Page 5. If selecting to view Chapter 3:

Supporting Women with Breast Cancer – Today and Every Day

eVersion 2.0 – 2013 Page 1

CHAPTER 2 ADMINISTRATION, FINANCE, MANAGEMENT AND INFORMATION TECHNOLOGY

ACCESSING ONLINE POLICY & PROCEDURES ......................................... 3

ALLOCATED DAYS OFF (ADO) ..................................................................... 5

AUDIO VISUAL ................................................................................................ 7

BCI STAFF ORIENTATION ............................................................................. 8

CLIENT CONTACT .......................................................................................... 9

COMPLIMENTS, COMPLAINTS, SUGGESTIONS & VISITOR’S BOOK .... 11

CONFERENCE LEAVE ................................................................................. 13

CONFIDENTIALITY OF CLIENT INFORMATION ......................................... 15

COURIER – GENERAL.................................................................................. 17

DISCIPLINARY PROCEDURES .................................................................... 18

FINANCE - ESTABLISHING and MONITORING BUDGET.......................... 19

FINANCE – REQUISITIONING – ONLINE AND USING NON-STOCK REQUISITION BOOK..................................................................................... 21

FIXED ASSETS .............................................................................................. 25

IDENTIFICATION CARDS ............................................................................. 27

INTRODUCTION OF NEW TECHNOLOGIES ............................................... 29

IT - ANTI VIRUS INSTALLATION PROCEDURE ......................................... 30

IT - ANTI VIRUS (AV) PROTECTION OF BCI COMPUTER SYSTEM ......... 31

IT -BIS ACCESS ............................................................................................ 32

IT - ELECTRONIC MESSAGING ................................................................... 33

IT - INTERNET ACCESS ............................................................................... 34

IT - SYSTEM SECURITY ............................................................................... 35

IT - SYSTEM SECURITY – WINDOWS DOMAIN LOGON PASSWORD ..... 36

IT - SERVER SECURITY ............................................................................... 37

IT - SOFTWARE REGISTER ......................................................................... 38

IT -TECHNICAL SUPPORT ........................................................................... 39

IT - RESTORING BACK-UP DATA ............................................................... 41

IT - COMPUTER SECURITY FOR INDIVIDUAL USERS .............................. 42

IT- PERSONAL FOLDER K DRIVER ............................................................ 43

IT - SYSTEM SECURITY – WINDOWS SECURITY ...................................... 44

IT - COMPUTER ACCESS AT OUTER SITES .............................................. 45

KEYS .............................................................................................................. 46

LOST & FOUND PROPERTY – OUTER SITES ............................................ 48

MAIL SERVICES ............................................................................................ 50

MAINTENANCE OF FACILITIES .................................................................. 52



MEETING ROOM BOOKINGS ...................................................................... 54

MOTOR VEHICLES ....................................................................................... 56

OFFICE EQUIPMENT .................................................................................... 60

OVERTIME AND TIME IN LIEU OF OVERTIME (TIL) .................................. 61

PETTY CASH ................................................................................................. 64

POLICY & PROCEDURE DEVELOPMENT GUIDELINES ........................... 66

PRINTED STATIONERY ................................................................................ 70

PROCESSING DONATIONS / CHEQUES .................................................... 71

RAISING INVOICES....................................................................................... 73

RECEIPTING / PAYING ACCOUNTS ........................................................... 74

RECEIVING OF SUBPOENA ........................................................................ 78

RECRUITMENT OF CASUAL STAFF ........................................................... 79

RECRUITMENT & SELECTION PROCEDURES .......................................... 81

RESIGNATION ............................................................................................... 84

SIGN IN / SIGN OUT TO THE UNIT .............................................................. 85

STATIONERY – GENERAL ........................................................................... 87

STOLEN GOODS / BREAK IN ...................................................................... 89

TIMESHEETS ................................................................................................. 90

TRANSPORTING CLIENT FILES AND STOCK TO OUTER SITES ............ 92

TRAVEL ......................................................................................................... 94

UNIFORMS ..................................................................................................... 95

VISITING MEDICAL OFFICERS (VMOs) TIMESHEETS .............................. 96



WESTMEAD BREAST CANCER INSTITUTE (BCI)

POLICIES & PROCEDURES

CHAPTER 2: Admin, Finance, Management & IT

Original Date Issued: 26.8.2010 Created by: Judy Bursle/Kerry Eyles

ACCESSING ONLINE POLICY & PROCEDURES

Reviewed by: Suzana Milosavljevic Last Reviewed: 28.03.13

Approved by: EMC

SCOPE All Staff POLICY Staff are to adhere to the requirements set out in the Westmead Breast Cancer Policies and Procedures Manual. The manual is available to all BCI staff via the BCI webpage. This ensures that all staff have access to the current version of the policy and procedures manual when working on or off site. PROCEDURE All BCI users are issued with a unique login to access the staff only section on the webpage. If a login was not received or lost, staff can contact the Web Officer for assistance. To log into the secure section, please follow the steps below:

1. Log onto the BCI webpage: http://www.bci.org.au/

2. Scroll down to the footer of the page and click onto ‘WBCI’.

3. This will take you to the WBCI Staff login page. Enter your login details i.e. -username and password. If you have forgotten your username or password, use the links located underneath the login section for assistance. - ‘Forgot your Password?’ - ‘Forgot your Username?’

Follow the instructions to reset your password or username. If you are still unable to login, please contact the Web Officer for assistance.

4. Once in the secure Staff area, a new staff menu will appear on the left of screen under the main menu outlining each Chapter of the manual e.g. Chapter 2: BCI Organisation Guidelines. Tumour Board Presentations will also be listed as an option to view. Use this to navigate the staff area.

http://www.bci.org.au/



5. If selecting to view Chapter 3: Screening and Assessment, you will be provided with a list of subsections to choose from, e.g. Data and Information or Radiography.

Select the section you wish to view and click on the associated PDF link to view content.

The PDF file will open to the Table of Contents for this section. Scroll through the procedures or click on the specific procedure you wish to view from the table of contents, this will take you directly to the policy.

Alternatively, click on the bookmark icon on the left hand side of the page to display the table of contents as bookmarks. This will also help you to navigate through the section.

6. Use the ‘Logout’ button on the bottom left of screen to exit the secure staff area.




POLICIES AND PROCEDURES


Original Date Issued: 8 March, 2011 Created by: Susan Hamill

ALLOCATED DAYS OFF (ADO)

Reviewed by: Susan Hamill Last Reviewed: 22.03.13

Approved by: EMC

SCOPE All Staff POLICY Under the relevant award within NSW Health, Allocated Days Off may be accrued by staff. Due to our multidisciplinary focus, BCI staff are employed under a number of different awards. Outlined below are the current awards covering staff employed within the BCI. Relevant sections for allocated days off in particular for each award are noted. It is the responsibility of each employee to be familiar with their relevant award conditions. For further award information, please follow the link and select your award: http://www.health.nsw.gov.au/jobs/conditions/awards/awards.asp

1. Health Employees Conditions of Employment (State) Award, dated 12 November, 2008 Section 3. Hours, commencing subclause (v) and covers

a. Health Managers’ (State) Award up to HSM Level 5

b. Health Employees’ Medical Radiation Scientists (State Award)

c. Health Employees’ Administrative Staff (State) Award

d. Health Employees’ General Administrative Staff (State) Award

e. Health Employees’ Computer Staff (State) Award

2. The Public Hospitals (Professional and Associated Staff) Conditions of Employment (State Award), dated 12 November, 2008 Section 2. Hours commencing subclause (iv) covers

a. Health Professional and Medical Salaries (State) Award

3. Public Health Career Medical Officers’(State) Award, Section 7. Hours subclause (i)

4. Public Health Systems Nurses’ and Midwives’(State) Award 2008, Section 4 Hours of Work and Free Time of Employees Other than Directors of Nursing, and Area Managers, Nurse Education, commencing subclause (iii) (a)

5. Staff Specialists (State) Award – No relevant section

http://www.health.nsw.gov.au/jobs/conditions/awards/awards.asp



PROCEDURES – ALL STAFF ENTITLED TO ALLOCATED DAYS OFF (ADO)

1. Accrual of ADOs are determined by the relevant award but generally 12 allocated days off per calendar year (one per month)

2. It should be noted that ADOs are not accrued whilst staff are on Annual Leave

3. Taking of ADO’s should be by mutual agreement between you and your manager at least one week in advance in accordance with the relevant award conditions and WSLHD policy. For further information please see the following link:

http://swahsintranet.wsahs.nsw.gov.au/ArticleDocuments/709/Allocated%20Days%20Off%20Fact%20sheet.pdf.aspx

4. The needs of the program and/or service and the needs of the BCI should always be considered in approving ADOs.

5. Payment for untaken ADOs will be accounted for as per the relevant award conditions.

6. When completing your time sheet write or type the words ADO and the relevant month in the ‘comments’ section beside the date the ADO is being taken eg. ADO – February if it is your February ADO being taken.

PROCEDURES – DELEGATIONS LEVEL 6 AND ABOVE

1. For insurance and audit purposes, taking of allocated days off should be recorded on time sheets as documentary proof for leave purposes

2. Where accrual of more than 3 ADO’s occurs they should be immediately taken or paid

out in accordance with the relevant section of the award. 3. The relevant month the ADO relates to should be clearly stated on the timesheet. 4. Approval for taking of ADO’s should only be arranged when the tasks performed by the

relevant staff member can be covered during their absence otherwise payment should be arranged.








Original Date Issued: 22 July 1996 Created by: Lesley Harvey

AUDIO VISUAL

Reviewed by: Susan Hamill Last Reviewed: 23.3.13 (Under Review)

Approved by: EMC

SCOPE All Staff POLICY To enable authorisation for the use of the Laptop computer, Data projector & Overhead projector to be used outside Westmead Breast Cancer Institute for presentations, etc. PROCEDURE Staff members are to contact the Business & Revenue Officer to book the Laptop computer, Data projector & Overhead projector. To make a booking:

1. Contact the Business & Revenue Officer on extension 55621

2. State date, item, and person taking equipment.

3. Business & Revenue Officer personally notes the booking in the departmental diary.

4. On the day that the equipment is taken the staff member involved is to complete the ‘Laptop computer, Data projector & Overhead projector’ form located with the Business & Revenue Officer.

5. Any staff member that takes BCI equipment outside of the unit is to be responsible for return of equipment.

6. On return of equipment the Business & Revenue Officer should be notified and the staff member concerned will then sign off to acknowledge return of equipment to BCI.







BCI STAFF ORIENTATION


Approved by: EMC

SCOPE All Staff POLICY A comprehensive Orientation program has been designed to help new staff to become fully familiarised with all aspects of BCI in a structured format and will compliment WSLHD Orientation Program. The relevant Service Manager/team leader must organise orientation and smooth transition into the unit. PROCEDURE An appropriate BCI Staff Orientation Manual can be obtained from the Quality Officer. The manager/ team leader will work with the new employee to ensure completion of all Checklists in an appropriate timeframe. These may be completed in any order. The manager/team leader will conduct a Performance Appraisal Interview for Permanent staff at 3 months from commencement date which will mark the end of the orientation period.

Once the Checklists are completed, a copy must be forwarded to the Director Business & Finance to be filed in the employee’s personnel file as a record of completion.






Original Date Issued: Created by: Linda Willis

CLIENT CONTACT

Reviewed by: Suzana Milosavljevic Last Reviewed: 27.3.13 (under review)

Approved by: EMC

SCOPE All Staff POLICY Westmead Breast Cancer Institute (BCI) staff contacting clients/patients either by telephone or in writing, must maintain confidentiality between the client and BCI at all times PROCEDURE Contact by Telephone

1. When phoning a Westmead Breast Cancer Institute client, ensure you are speaking to the

correct person by using first name and surname, instead of a title and surname. It is particularly important to be sure to verify details when speaking to a person who has poor English comprehension. Our pronunciation of the client name may be very inadequate. If there is any doubt, contact again using a telephone interpreter to assist the process.

2. If the client is not available, it is important to maintain confidentiality and not reveal

inappropriate information to the person answering the phone. 3. Initially ask when the client would be available for you to phone again. If they are available

during working hours indicate you will phone again later and leave no message. If they will not be available a message can be left. Leave only your name, where you are calling from either Westmead Breast Cancer Institute or in the instance of the screening program BreastScreen NSW Sydney West and a direct contact number if possible. If asked what it is in relation to, indicate it is a personal call.

4. If there is an answering machine do not leave a message on the initial call. Try again at a

different time of day. If the answering machine is still on, a message can be left. Leave only your name, where you are calling from and a direct contact number. If you are unsure that the client lives there, leave a message saying you are trying to contact “First name” “Surname” and then leave your name, where you are calling from and a direct phone number. In both cases indicate at what times you can be contacted during work hours.

5. If there is no response to a message that has been left, a client can be called again. Leave

a message as instructed in point 4 and indicate that it is the second time that you have left a message.

6. If there is still no response a letter needs to be sent.



Contact by Letter

1. Most form letters that are sent to clients are in window faced envelopes. BreastScreen

NSW Sydney West only has these envelopes in non-identifying form, with a return address only but no logo.

2. Other letters that are not standard, such as: a) incomplete forms that are returned to clients, b) Individual letters - particularly regarding appointments for recall clinics; and c) letters sent because phone contact is not possible, (must be sent in regular

envelopes without the BreastScreen NSW Sydney West logo).






Original Date Issued: 20 July 1996 Created by: Pon Anura

COMPLIMENTS, COMPLAINTS, SUGGESTIONS & VISITOR’S BOOK


Approved by: EMC

SCOPE All Staff POLICY To review and evaluate feedback from clients regarding their satisfaction or dissatisfaction with the service they received by the organisation. A summary of compliments, complaints and suggestions is provided to the Executive Management Committee bi-monthly. PROCEDURE A Compliments/Complaints/Suggestion (CCS) Form should be completed for all instances where a staff member receives a compliment, complaint or suggestion. A Compliment, Complaints & Suggestion form is to be completed when:

A patient, patient’s relative or client complains, gives feedback or compliments our services;

You spot a problem with a documented procedure;

You see the need for a new procedure or process;

You see a need for a new patient/client information product, educational material, course or modifications to existing material;

It is necessary to obtain action about potential problems you have spotted, or to prevent the recurrence of problems;

You have a suggestion to improve services, processes or anything else we do.

Even where a matter has already been rectified, a CCS still needs to be completed to ensure a record of the event and to keep reporting data accurate. A CCS form is not to be completed for the following:

Computer problems (hardware, software, network etc)

Equipment or infrastructure problems (e.g. furniture, air-conditioning etc)

Matters beyond the control of the BSSW, such as human resources, finance, etc.

Time frame for completion: 5 working days for Complaints 10 working days for all other issues



The CCS process:

1. Incident to be dealt with immediately, if possible. 2. Complete a CCS form by providing your name, clients/patients name.

3. Provide as much detail as possible about the incident.

4. Forward to Director of relevant area for review.

5. Director to forward onto appropriate Manager/Team Leader to investigate and action.

6. Copy sent to Quality Officer to register and allocate a reference number.

7. Manager/ Team Leader to action or escalate.

8. When actioned by the Manager/ Team Leader, the outcome is documented on the CSS

form, verified, signed and dated. Copy of any correspondence to be attached.

9. CSS form and any additional paperwork to be returned to the Quality Officer.

10. Information to be entered into CCS spreadsheet by the Quality Officer and paperwork appropriately filed.

At the Lithgow/Katoomba screening sites, the complaint should be reviewed by the Chief Radiographer and, where appropriate, investigation and feedback provided. Director of BSNSW SW should be informed of the outcome and any written feedback should be copied to the Quality Officer. Visitors Book 1. All BCI sites have a Visitors Book for clients to record any comments about the service

they received.

2. At the end of each month the Multi-Skilled Administration Officer at each of the sites will send the relevant pages for the month back to the Quality Officer.

3. If there is a complaint made in the Visitors Book, the Quality Officer will complete a CSS Form and follow the CCS procedure to resolve the issue.

4. A monthly summary of comments received will be included in the bi-monthly report for the Executive Management Committee meeting.

The form is located via the following pathway: I:\BCI\Compliments,Complaints & Suggestions






Original Date Issued: 22 March, 2000 Created by: Fiona Burgemeister

CONFERENCE LEAVE


Approved by: Prof John Boyages

SCOPE All staff POLICY Conference leave for BCI staff will be in accordance with NSW Health, Local Health Network and Western Transition Office policy and relevant awards.

PROCEDURE Staff wishing to apply for conference leave should complete the conference leave application form located at http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/FORM10525.pdf Approval for conference leave must be recommended by both the Manager and signed off by the Director where the conference cost is $500 or less and from General Fund. Conferences where costs are greater than $500 and / or paid from Trust fund, will require approval by the Executive Director on recommendation by the Service Director. Consideration for Approval Once an application form has been received, the Manager should consider the following questions when deciding whether or not to approve conference leave and the expenses associated with it:

What relevance does the conference have to the staff member’s role at BCI?

Will benefits/outcomes be derived by the staff member attending the conference?

Will the staff member attending be able to provide feedback information obtained to other staff members?

Does the relevant award provide any conditions for attendance?

What impact has the total cost including travel, subsistence and registration fees on the budget?

Who else from BCI has also requested to attend?

What is the impact on the normal duties/level of service within the Unit if the staff member attends the conference?

http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/FORM10525.pdf



If these questions are satisfactorily addressed, the Manager may approve the conference leave form and forward to the Service Director for consideration. Conferences costing over $500 and funded from General Fund, or if Conference is being funded from Trust, must then be forwarded to the Executive Director for approval.

Weekend conferences/training courses If staff are attending compulsory training courses/conferences which occur on a day/days when that staff member is not normally rostered to work, the staff member may be paid for that day or accrue time in lieu. This must be discussed in advance with the Service Manager. Where a staff member attends non-compulsory training/conferences on a day/days when that staff member is not normally rostered to work, attendance will be in the staff member’s own time and no overtime nor time in lieu will be granted.






Original Date Issued: 1 April 1996 Created by: Linda Willis

CONFIDENTIALITY OF CLIENT INFORMATION


Approved by: EMC

SCOPE All Staff POLICY All information about clients and their interaction with BCI must be treated with confidentiality. All staff are to comply with the following legislation at all times:

The Health Records and Information Privacy Act 2002

The Privacy and Personal Information Protection Act 1998 It is the responsibility of all staff to ensure privacy of personal health information by complying with the PPIP Act and HRIP Act, safeguarding personal information (including personal health information) and following WSLHD privacy and security procedures in relation to any personal information accessed during the course of their duties. Both HRIPA and PPIPA require all staff/contractors and other health service providers who, in the course of their work, have access to personal information or personal health information to comply with the requirements of these Acts and the NSW Health Privacy Manual (PD2005_362). PROCEDURE When a patient/client enters the BCI or any programs covered by the BCI, the organisation assumes an obligation to keep private and in confidence all that pertains to the patient and his or her affairs. Every person employed by the BCI share this obligation. All staff are therefore obliged to refrain from discussing any patient or information regarding a patient with any person within or outside of the organisation, or accessing such information, except in the course of their duties. Failure to do so is a breach of Privacy Law and the Code of Conduct and may lead to disciplinary action. Staff are to practice the following procedures: 1. All information concerning clients is strictly confidential and should be kept out of public

view. 2. Clients' condition or results should not be discussed in corridors, in reception areas or any

other public locations.



3. Should circumstances arise where files are removed from the unit for use in other facilities,

the files should be transported securely and not left unattended or visible in vehicles. 4. Only appropriate staff may discuss client information with the client’s GP, so far as this is

relevant to the client and her outcome. Other staff may be required at times to speak to outside services and medical facilities regarding maintenance of client records.

5. All client files are securely stored on Level 3 in Jeffery House and the Clinic area of the

Westmead Breast Centre. Files are locked at the end of each working day. See P&P File Management – Filing and Storage.

6. All computers should be turned off when not in use and at the close of business.

Computers that are on should not be left with client information visible on the screen if it is not being used at the time. Minimise screen or lock the computer to avoid this.

7. Images and reports generated for statistical or research purposes, quality control analysis

and for any necessary external reporting, will be devoid of all personal features identifying the individual clients, unless appropriate permission has been received from client/patient or ethics committee.

8. All staff are to sign a confidentiality declaration upon commencement of employment (as

part of the orientation package) and each year thereafter.

9. Privacy education/awareness is mandatory for all staff and should be undertaken annually.

For further information on staff responsibilities and guidance on all privacy matters, refer to the:

Privacy Intranet site: http://mscu-web10/Information-Privacy/default.aspx

NSW Health Privacy Manual http://www.health.nsw.gov.au/policies/pd/2005/pdf/PD2005_593.pdf

NSW Health Privacy Management Plan for matters relating to PPIPA http://www.health.nsw.gov.au/policies/pd/2005/pdf/PD2005_554.pdf

Manager, Health Information and Record Services at your facility

The LHNs’ Privacy Contact Officer (Director Information Management)

http://mscu-web10/Information-Privacy/default.aspx

http://www.health.nsw.gov.au/policies/pd/2005/pdf/PD2005_593.pdf







Original Date Issued: 28 May 1998 Created by: Lesley Harvey

COURIER – GENERAL


Approved by: EMC

SCOPE All Staff POLICY Where ever possible, items should be posted using internal or Australia Post mail, however if items require hand collection / delivery, the Infrastructure Support Officer should be used. Only when this is not possible and the item is urgent should a private courier company be used, with prior approval of the relevant cost code Director. PROCEDURE 1. Any staff member requiring a parcel/envelope to be delivered or collected which is not part of

the normal run should email the Infrastructure Support Officer with a copy to the Business & Revenue Officer. As much notice as possible should be given so that this can be arranged around his other tasks.

2. The Infrastructure Support Officer’s delivery run to outer sites takes first priority. If he cannot

arrange to collect or deliver items by the time they are needed, approval should be sought from the relevant cost centre Director to use an approved courier service.

SNAP Courier Service 1. If the Infrastructure Support Officer is unable to collect or deliver the necessary item in the

time required and if approval has been given by the Director Business & Finance for SNAP Couriers to be used, the following steps should be followed:

The SNAP Courier [white] folder is kept on the shelf near Infrastructure Support officer adn a copy at the front reception desk Westmead..

Telephone the courier service [9682-1222] and quote account number [G1365] and give your name.

Advise the Courier service of the name and address where articles are to be delivered / collected from.

Record your name [as reference], the date of the job, the pick up and delivery addresses, the service type [routine / urgent etc] and the job number they provide.

Leave the items for collection with the staff at front reception.






Original Date Issued: 12 April 2000 Created by: Rosemarie Sultana

DISCIPLINARY PROCEDURES



SCOPE All Staff PROCEDURE Adhere to NSW Department of Health and current local policies until completion of the Health Transformation refer http://www.health.nsw.gov.au/policies/PD/2005/pdf/PD2005_225.pdf

http://www.health.nsw.gov.au/policies/PD/2005/pdf/PD2005_225.pdf






Original Date Issued: 29 October 2002 Created by: Lisa Ralphs

FINANCE - ESTABLISHING and MONITORING BUDGET

Reviewed by: Susan Hamill Last Reviewed: 26.3.13 (under review)

Approved by: EMC (to be approved)

SCOPE BCI Executive Director, Director Business & Finance, Director BreastScreen NSW, SW, Director Clinical Services, Director Research, Education & Practice Development POLICY In the management of budget and finances, BCI will adhere to Ministry of Health, Western Sydney Western Area Health Service and BreastScreen NSW Policy & Procedures. BCI will ensure that finances are managed to maximise efficiency and accountability. PROCEDURE Cash-flowing budget 1. During April / May for each year, a budget for all BCI programs should be established.

This is done in consultation with WSLHD and BSNSW and within timeframes set by WSLHD.

2. Salaries and wages budget is calculated based on:

current establishment;

annual leave /leave loading;

any anticipated pay increases;

an estimate of overtime [usually based on the previous years expenditure];

allocations for payments for Cytology/Pathology from ICPMR and BCI services, for VMO attendance and WSLHD charges

when cash-flowing S&W remember to load months for public holidays [December and Easter particularly] and for months with less and more days.

3. VMO budget is calculated based on:

Assessment clinics - Estimate number of clinics that will be held for the year, average 4 hours per clinic with 1 Radiologist and 1 Surgeon. Need to take account of differing VMO rates for specialists / senior specialists and apportion rates accordingly and Dept of Surgery attendance 1 clinic per fortnight [paid for in S&W budget]. Surgeons receive 9% superannuation.

Film reading – (under review) use screening targets set for new financial year - each screen is read by 2 Radiologists and proportions have 3rd reads [current proportion is 3.95%]. Calculate read costs using senior specialist reading rate [hourly VMO rate divided by 50].



4. G&S budget is calculated taking account of:

Last year’s G&S expenditure;

less any expenditure that is unlikely to be repeated or is expected to reduce;

plus any foreshadowed additional expenses or increases;

remember to cash-flow budget across the year taking account of closing at Xmas and timing of placing orders for large items.

5. RMR budget is calculated:

In consultation with cost centre Directors responsible for the various equipment;

Ensure RMR is cash-flowed to take account of quarterly maintenance contract payments and any foreshadowed capital expenses.

6. The budget cash flow should be monitored regularly and adjustments made when

necessary in consultation with the Director Business & Finance. Monitoring of actual income and expenditure On a monthly basis the Director Business & Finance will review actual income and expenditure for results for:

Printing and filing reports for the previous month;

Checking the large expenses to ensure they are appropriate;

Comparing income received against funding memo from BSNSW and against any invoices that were raised during the month [note: income appears when invoice drawn, not when payment received]

Checking that only BCI staff is listed on the payroll report, check names and overtime, if applicable. [Note - it is not possible to totally reconcile payroll report annual leave and long service leave due to accruals. Sick leave forms part of ‘normal pay'. Sick, penalty and OT can be reconciled using the trial balance].

Comparing expenditure against the cash flowed budget;

Prepare monthly financial report and present it to BCI Executive Director for review and comments. The Director will include this information as a part of the monthly meeting with cost centre Directors - usually print out of actual expenditure, comparison of actual to budget and comparison with previous month expenditure. Any anomalies in the budget should be highlighted for discussion as should any strategies required ensuring the Service remains within budget. (under review due to implementation of SMRT)



SCOPE All staff, supervisors and managers involved in purchasing non-stock items, and processing and approving payment of accounts. POLICY Note: Please refer to current NSW Health and WSLHD Policy for procurement of goods and services – NSW Health Procurement Portal found online at http://10.192.65.122/pas All ‘goods and services’ and all RMR expenses relating to the purchase of equipment of any value should be requisitioned using the Oracle on line requisition system prior to entering into any agreement for provision of those goods and services. Some services e.g. servicing of equipment etc require an Oracle approval from the appropriate person as per the current WSLHD delegation manual. The exception to this process is utilities (e.g. telephone, water, electricity, gas etc) and rent. Utilities and rent should be paid by stamping and signing the invoice to show the utility was provided and to authorize expenditure and sending it to accounts payable for payment. The account number, cost centre and entity code from which payment will be made must be identified on all oracle requisitions. PROCEDURE Procurement of Goods and services Some services [excluding utilities and rent] e.g. servicing of equipment etc require an Oracle requisition/approval from the appropriate person as per delegation manual.




Original Date Issued: 1 December 2000

Created by: Lisa Ralphs

FINANCE – REQUISITIONING – ONLINE AND USING NON-STOCK REQUISITION BOOK


Approved by: EMC

http://10.192.65.122/pas



Quotes Quotes are required for goods/services as per the NSW Health Policy and current WSLHD Policy. A request for a quote should be made by the relevant cost centre manager/signatory then the following steps should be taken: 1. All quotes should be given to the appropriate cost centre signatory who will approve and supply the cost centre for a purchase requisition to be raised by their nominated administration officer 366901 Director Business & Finance

366903 Director Research, Education & Practice Development

366906 Director Clinical Services

366917 Director BreastScreen NSW, Sydney West 2. Ensure consistency in the account number you assign to the goods/service, this must be consistent each time so that it appears in the correct section in the accounts. (Refer to your chart of accounts – attached) 3. Once the purchase requisition has been raised and forwarded to the cost centre delegate, the quote should also be presented so that it can be checked by the signatory against the purchase requisition before they sign off. Vendor Creation For a new supplier Vendor Creation/ Maintenance form has to be filled and attached with either quote or invoice. This form needs to be authorised by Cost Centre manager prior to emailing to [email protected] or fax 02 8797 6004 Delegation/Approvals Once a purchase requistion has been raised the nominated administration offcer should save a copy of the quote/invoice in I:\Business\Invoices If the purchase requisition is above the delegation of the Director/Cost Centre manager it should be sent to the Director Business & Finance who will approve and forward to the BCI Executive Director if required as per the Delegations Manual. Information to be Noted a) Statements showing outstanding amounts DO NOT REQUIRE Payment. Sometimes due to delays in payments we received Statements from companies showing the outstanding amounts for invoices. b) The only exception is if you receive a document which states it is a Tax Invoice/Statement, if this happens, please refer to the Director Business & Finance for clarification before proceeding.



c) Payment of utilities Utilities (e.g. telephone, water, electricity, gas etc) and rent do not require an Oracle requisition/approval. Utilities and rent accounts should be given to the Business & Revenue Officer who will have them authorised (by Director Business & Finance) to show the utility was provided. And then be sent to accounts payable. Please refer to current NSW Health and WSLHD Policy for procurement of goods and services Link found online at http://www.health.nsw.gov.au/policies/pd/2009/pdf/PD2009_021.pdf 1. GOODS AND SERVICES UP TO $3,000 IN VALUE incl GST Not required to obtain quotations for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $3,000 limit. 2. GOODS AND SERVICES OVER $3,001 AND UP TO $30,000 IN VALUE incl GST Required to obtain one written quotation for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $30,000 limit. 3. GOODS AND SERVICES OVER $30,001 AND UP TO $250,000 IN VALUE incl GST Required to obtain three written quotations for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $250,000 limit. 4. GOODS AND SERVICES OVER $250,001 IN VALUE Required to submit full details and specifications to the Department of Commerce (NSW Procurement - Contracting Services) for the invitation of tenders. Area Health Services, Children’s Hospital Westmead and Ambulance Service of NSW have been granted interim accreditation and may undertake procurement activities up to a value of $100 million without reference to Department of Commerce. Affiliated health organisations can tender themselves.




5. PRINTING The delegations for printing have been aligned with the delegations for procuring goods and services. NSW Health has an Agreement with its preferred supplier to provide a print management service. Procurement of printing under this Agreement precludes the need for staff to obtain additional quotations as the service provider will undertake this task on behalf of the Health System. 6. DISPOSAL OF SURPLUS OR UNSERVICEABLE GOODS (excluding motor vehicles) Transfer Transfer to another Public Service agency as set out in the Public Sector Employment and Management Act 2002. Destruction Destruction where items are of no value. Goods valued up to $3,000 Goods valued up to $3,000 may be disposed of by negotiated sales and verbal quotes. Goods valued over $3,001 but not exceeding $250,000 Goods valued over $3,001 but not exceeding $250,000 may be disposed of by auction, written quotes or tenders. Goods valued over $250,001 If the estimated value of the goods exceeds $250,001, the disposal must be referred to Department of Commerce (NSW Procurement Contracting Services) for the invitation of tenders/auction approval action. Area Health Services, Children’s Hospital Westmead and Ambulance Service of NSW have been granted interim accreditation and may undertake disposal activities of goods (excluding real property such as land and buildings) up to a value of $100 million without reference to Department of Commerce. Affiliated health organisations can tender to dispose of surplus or unserviceable goods themselves. Disposal by a Third Party NSW Health has an Agreement with its preferred supplier to provide a disposal service. Disposals arranged under this Agreement preclude the need for staff to obtain additional quotations as the service provider will undertake that task on behalf of the Health System. While it is expected that all disposals will be arranged through the service provider there may be circumstances where disposals are undertaken directly. In these cases the delegations detailed above apply. The Supply Procedures Manual, Purchasing and Supply Manual for Public Health Organisations and other procurement resources will be updated in due course. Any enquiries on procurement related matters can be made by contacting the Procurement Advisory Service, [email protected] or telephone (02) 9391 9215. Note: for instructions on ‘How to enter an online order’ – please consult the Oracle Manual.






Original Date Issued: 30 September 1999 Created by: WSAHS

FIXED ASSETS


Approved by: EMC

SCOPE All Staff POLICY All equipment purchased by BCI remains the property of BCI/WSLHD and must comply with the WSLHD Fixed Asset Procedure. All equipment purchased to a value of $5000 or more with a life expectancy of at least two years must be registered as an asset and identified with an Asset Tag number. PROCEDURE 1. New equipment New equipment valued at $5000 or more, with a life expectancy of at least two years, must be tagged with a bar-code label within eight weeks of receipt of goods. If not labelled within eight weeks notify the Business & Revenue Officer. 2. Transfers On receipt of equipment from another Department that is going to be permanently located in your department, an Asset Movement Form must be completed and forwarded to the Business & Revenue Officer 3. Disposals 3.1.1 Defect Notice and Fixed Asset Notification Form with Section A completed, to be

forwarded to the Business & Revenue Officer, upon disposal of the tagged asset.

Defect Notice authorities are as follows:

Medical Equipment will be issued by Bio-Medical Engineering

Computers / Printers will be issued by an Information Services Technician

All other equipment by Maintenance and Facilities Development

3.2 Stolen equipment Incident to be reported to Security who will complete an Incident Report. A copy of the report needs to be forwarded to the Fixed Assets Officer with a copy of the Fixed Asset Notification. A copy to be kept in the BCI Asset file (maintained with Director Business &Finance) for year-end reconciliation.



BSNSW BCI maintains an overall Asset Register for items valued over $5,000. Each September they provide a copy to CINSW for the BSNSW register for audit and updating. The Director Business & Finance will ensure an audit is carried out with the assistance of staff at each unit.







IDENTIFICATION CARDS



SCOPE All Staff POLICY It is a requirement that all members of staff wear their Identification Card at all times whilst on duty. PROCEDURE Once Human Resource assigns an employee number to new staff, they are to report to the Security Department located at Westmead Hospital who will issue an ID Card. All staff members are required to wear a plastic Identification Card, which displays a photograph of the staff member, his/her name, employee number, and classification. These cards must be worn at all times while the staff member is on duty. The card should be worn where it is clearly visible and with the photograph and other details facing outwards. This card also holds a magnetic strip programmed by Security to allow access to various sites. On completing employment, the ID Card must be returned to Security Department at Westmead Hospital and signed off as returned on the Clearance Certificate. DAMAGED OR DEFACED IDENTIFICATION CARDS Where, through use or other circumstances, an Identification Card becomes damaged or defaced, or fails to operate the allocated boom gate, the holder of the card should take the damaged card to the Security Office for a new card to be issued. LOST OR MISPLACED IDENTIFICATION CARDS A staff member who has lost or misplaced his/her Identification Card should report the loss immediately to the Security Office and arrange for a replacement. Where a replacement ID card has been issued and the lost or misplaced card was later found, the original card should be handed back to the Security Office for destruction. Where an Identification Card is found which was issued to someone other than the finder, the Card should be handed in or forwarded to the Security Office.



CHANGE OF ROLE OR POSITION TITLE A staff member who undergoes a change in role or position title should report to the Security Office as soon as possible after the appointment to have his/her Identification Card replaced with one showing the amended role or position title. REPLACEMENT COST If staff identification cards get lost or stolen, staff are required to obtain a new card from Westmead Security, however a $10 fee is involved for a replacement card. IDENTIFICATION CARDS FOR TEMPORARY STAFF Temporary or contracted staff (usually from a recruitment agency) are also required to wear an identification card, both for security purposes and to gain access to the unit. Upon commencement of employment the Director Business & Finance will organise for the new temporary staff member to obtain a contractors card, which are kept with the Director Business & Finance. These cards are to be used only where the staff member is going to be employed with BCI on a temporary basis.






Original Date Issued: 20/01/09 Created by: Judy Bursle

INTRODUCTION OF NEW TECHNOLOGIES


Approved by: EMC

SCOPE All BCI Staff POLICY In order to ensure any new technology in use within the Service is effective and safe for the both the customer and staff the introduction of such technology will follow policies as set out by BreastScreen NSW, Western Sydney Local Health District, Work Health & Safety and Ministry of Health protocols.






Original Date Issued: November 2002 Created by: Ajeet Nagdeev

IT - ANTI VIRUS INSTALLATION PROCEDURE

Reviewed by: Jie Liu Last Reviewed: 28/03/13

Approved by: Dr Nirmala Pathmanathan

SCOPE All Staff POLICY Anti Virus software has been installed and is managed by ITS and BCI IT. PROCEDURE Direct any queries or concerns to System Administrator.






Original Date Issued: November 2002 Created by: BSNSW

IT - ANTI VIRUS (AV) PROTECTION OF BCI COMPUTER SYSTEM



SCOPE All Staff POLICY The BCI computer system will be protected by antivirus software. Antivirus software will be installed and managed by the System Administrator.






Original Date Issued: 8 May 2000 Created by: Linda Willis

IT -BIS ACCESS

Reviewed by: Jie Liu and Marcela Orellana Last Reviewed: 28/03/13 (under review)


SCOPE All Staff using BIS POLICY Access to different information and menus within BIS is permitted according to the role performed by the employee and access is organised by the Data and Information Manager on a need to access basis. PROCEDURE 1. New staff members or staff changing their duties within BCI are allocated a level or have

their level for BIS use changed depending on their job description. a. A request is made to Data and Information Manager who processes the request to

CINSW b. The System Administrator will ensure the installation takes place for new users. c. Training to be organised by Data and Information Manager for new BIS users.






Original Date Issued: 12 April 2000 Created by: William Hu

IT - ELECTRONIC MESSAGING



SCOPE All Staff POLICY Adhere to Ministry of Health “Electronic Messaging Policy”. BCI uses MS Outlook as its sole email tool. The BCI mail system is administered by the System Administrator of BCI who has the delegation from the Director of Business and Finance. The email addresses for BCI users are defined as follows: [email protected]. For example: John Brown’s email address will be [email protected] Casual staff should not automatically be given an email account. Depending on the job role, the service manager’s approval is required. The email system has functions to help group email delivery. The System Administrator manages these groups. The service directors should request changes to group structure using the BCI Network Access Request form.

mailto:[email protected]








IT - INTERNET ACCESS

Reviewed by: Jie Liu Last Reviewed: 28/03/13 (under review)


SCOPE All Staff POLICY All BCI staff will adhere to the WSLHD code of conduct and the WSLHD Internet Usage Policy Statement and Declaration and the BCI Internet Policy. Internet access is available to all staff at Westmead and Jeffery House. Other sites follow WSLHD Internet Access procedure.

1. Downloading information must be limited to that information surrounding the work and

management of BCI.

2. The System Administrator must be informed before any large file is downloaded and approval to download must be authorised by a Service Director and the System Administrator.






Original Date Issued: 8 May 2000 Created by: Connie Ho

IT - SYSTEM SECURITY



SCOPE All Staff POLICY The access to the BCI computer system must be protected by reliable network security measures. PROCEDURE The computer system of BCI consists of the local area networks at Parramatta, Westmead and

other remote sites. The sites are connected through Sydney West Network. The server at Westmead is the Domain Controller (DC) while the one at Parramatta is the Backup

Domain Controller. The whole system and data are protected by Microsoft Windows 2003 Domain security. It is very

hard for non-staff/unauthorised persons to get access to the data or the system without proper logon names and passwords.

The local area network of BCI is an independent Windows 2003 domain. Staff can only access

the BCI domain, including all BCI sites, by successfully logging onto the system.







IT - SYSTEM SECURITY – WINDOWS DOMAIN LOGON PASSWORD



SCOPE All Staff PROCEDURE A password is the key to access computer-based information.

1. It is essential that all user passwords be treated as confidential and not passed on anyone else.

2. There should be no generic password on the system. 3. The system is configured to ensure that:

Each user’s system password is changed every 60 days.

The minimum password length is five characters.

Each password is unique.

Each account will be locked out after three attempts using an incorrect password.

4. It is essential that when a staff member leaves their user’s account must be removed from the system or disabled. The System Administrator(s) must be informed by the Ser-vice Director about the movement of the staff member; this advice will be given using the BCI Network Access Request form.







IT - SERVER SECURITY



SCOPE System Administrator, Director of Business & Finance POLICY Access to data stored on the server is to be minimised. 1. The server is located in a dedicated room. 2. Access to this room is limited to staff who need access the server. 3. The room is locked at all times. 4. Keys are held by the Managers and System Administrator who have administrator level

logon rights on Windows 2003 Domain systems and backup staff.







IT - SOFTWARE REGISTER



SCOPE Information Communication Systems Administrator, Director Business & Finance POLICY All software on the workstations must have appropriate licenses and a register of software shall be developed and maintained. PROCEDURE 1. BCI is responsible for maintaining a software register and ensuring that the number of users

of particular software will not exceed the registered licensed number. 2. Service Directors will authorise and contact BCI System Administrator if more licenses are

required.







IT -TECHNICAL SUPPORT



SCOPE All Staff POLICY Technical support is required for BCI computer system. Response for urgent work must be immediate. Response for non-urgent work must be within 24 hours.

1. Technical Support on Local Area Network (LAN), Hardware and software Related

Issues All IT related support must log call to Health Service Support (HSS) HSS can contact by Telephone: 1800285533 Fax: (02) 87976969

When using the call centre number you will be prompted with the following: 1. Welcome to the State Wide Helpdesk 2. Dial 4 -for all other calls 3. Please enter the numeric proportion of your employee number 4. Followed by the # key 5. If you do not have an employee number press # key

6. Ask the Service desk Operator when logging a call, to assign the job to the SW BCI group

7. This Information will then be passed onto the IT Coordinator at the BCI

If you are faxing your request, indicate that the job must be assigned to the SW BCI group.

If logging a call online go to: http://swsd.hss.health.nsw.gov.au/CAisd/pdmweb.exe

Use the initials ‘ws’ followed by your employee number – no password is required and select OK.

Select ‘create a request’ at the top of the page and complete the details. Remember to ask for the job to be assigned to SW BCI group.

http://swsd.hss.health.nsw.gov.au/CAisd/pdmweb.exe



If the IT problem is urgent and after you have logged a call to the IT Helpdesk, you are to contact the System Administrator directly on his mobile:

- 0448245747 or 98458463

The System Administrator will respond in priority order and matter of urgency.

2. Technical Support on BIS and Sectra PACS

Email: [email protected] Telephone: (02) 83745655

3. Categories of technical support requests:

Urgent: Malfunctions that affect essence business operation of BCI. Malfunctions that affect a large number of computer systems.

Non urgent: All other support requirements.







Original Date Issued: 5 April 2000 Created by: Linda Willis

IT - RESTORING BACK-UP DATA



SCOPE System Administrator POLICY BCI data is backed-up daily. Once a month, data that have been back-up the previous night are restored from the tape to ensure that data are recoverable if required. PROCEDURE

1. System Administrator will monitor the backup system daily 2. Monthly backup tapes will move to offsite.







IT - COMPUTER SECURITY FOR INDIVIDUAL USERS



SCOPE All Staff POLICY The responsibility for security of BCI data lies with the Director of Business & Finance. Day-to-Day administration is delegated to the System Administrator (SA).

1. Because of the concern for security and proper use of computer resources, the user or the supervisor of the user should give System Administrator the information about the duty of the user and the need related to computer systems on a ‘Request for Computer/Network Access’ form (attached).

2. The System Administrator will create a user account on the system for the person according

to their computer needs, the availability of the resources and the security requirement of the Unit after approval by the relevant cost centre Director.

3. When a person ceases work at BCI the supervisor of the person should contact the System

Administrator. The System Administrator will delete the account and release the resources for other users. The System Administrator will move or save outgoing officer’s job-related files based on requirement and after discussion with the Director Business & Finance.

4. The System Administrator may change user account restriction if the changes are requested

after approval of the ‘Request for Computer/Network Access’ form by the cost centre Director. 5. Staff are encouraged to use a screen saver and locking system on their computer to minimise

the likelihood of security breaches.

6. Staff must logoff or shutdown after use of a computer at end of each day.

7. In BCI Sunflower Clinic sites all computer users should log off but not shut down at the end of each day to enable computer support after hours.






Original Date Issued: 13 February 2013 Created by: Jie Liu

IT- PERSONAL FOLDER K DRIVER


Approved by: EMC 25.2.13

SCOPE All Staff with access to K drive. POLICY All BCI Computers are work computers. A Personal Folder is mapped as driver letter K on the BCI network system. It is located at BCI data server 2 and is backed up daily. K drive should be used to store important business related data only. It is accessible by the folder owner, the folder owner’s manager, BCI executive staff and the System Administrator. PROCEDURE

1. On commencement at BCI all staff need to complete a “BCI Network Access request” form to be approved by her/his cost centre manager. 366901 Director Business & Finance 366903 Director Research Education & Practice Development 366906 Director Clinical Services 366917 Director BreastScreen NSW, Sydney West

2. Where applicable, staff will receive access to a K drive Personal Folder.

3. If the System Administrator identifies the folder is over the size limited or has data which is not permitted in the folder, they will notify the folder owner and their cost centre Director by email.

4. 48 hrs after notification is sent and the manager confirms receipt, the System Administrator will delete the data.







IT - SYSTEM SECURITY – WINDOWS SECURITY



SCOPE All Staff POLICY The access to the BCI computer system must be protected by reliable network security measures. PROCEDURE 1. The computer system of BCI consists of the local area networks in Parramatta, Westmead

and other remote sites. The sites are connected through Western Sydney Network. 2. The server at Westmead is the Domain Controller (DC) while the one at Parramatta is the

Backup Domain Controller. 3. The whole system and data are protected by Microsoft Windows 2003 Domain security. It is

very hard for non-staff / unauthorized persons to get access to the data or the system without proper logon names and passwords.

4. The local area network of BCI is an independent Windows 2003 domain. Staff can only

access the BCI domain, including all BCI sites, by successfully logging onto the system.






Original Date Issued: 5 April 2000 Reviewed by : Linda Willis

IT - COMPUTER ACCESS AT OUTER SITES



SCOPE All Staff. POLICY Staff using the computers at BCI fixed and mobile sites are now connected to the WSLHD. They require access to BIS software at the appropriate security level. PROCEDURE:

1. BCI has eight remote sites and one mobile van

Hospital Sites Myer Sites Auburn Parramatta Mt Druitt Penrith Lithgow Blacktown Katoomba Castle Hill

2. Each User uses own Username and Password to log into the system.

3. Login to BIS by using their designated username and password to access the appropriate

level of security for their needs. 4. If a Receptionist is working at a site and cannot access BIS with individual login name,

the System Administrator should be contacted to check the setting. 5. If this does not fix the problem, the Acting Data & Information Manager should be

contacted to organise an email to BIS Support.







KEYS


Approved by: EMC

SCOPE All Staff POLICY Keys should only be allocated to staff members delegated to have access to locked offices within premises either at Jeffery House Parramatta, Westmead Campus or BCI Sunflower Clinics with their Manager’s authorisation. Proxy security cards for parking within the Jeffery House precinct are to remain with the BCI motor vehicles at all times to allow access to staff travelling between Westmead and Jeffery House campus. Master keys are located in key-tel cupboards within Westmead and Jeffery House. The Executive Support Team are responsible for the maintenance of the key-tel. PROCEDURE 1. Master key cabinets are maintained at Jeffery House in the Utility Room and at Westmead

within the BCI Executive area.

2. Keys to the Key Cabinets are kept with the Executive Support Team.

3. Master Keys to 4 Myer sites are kept and issued by the Business Administration Officer. The Key Register for the Sunflower Clinic’s are kept with the Business Administration Officer.

4. Master keys to the four hospital sites are distributed as follows:

BCI Sunflower Clinic - Auburn – Auburn Hospital Security

BCI Sunflower Clinic – Mt Druitt - Blacktown Hospital Security

No keys are issued for Blue Mountains and Lithgow Hospital as security maintain the open and closing of these sites.



5. The Key Registers for Key Cabinets located at Jeffery House and Westmead are updated and

whenever a key is given to a staff member, either permanently or temporarily, the key name, key number, date taken, taken by must be recorded with their signature plus an authority signature in the appropriate section as marked. Likewise, when keys are returned, the date returned, their signature plus authority signature must be recorded.

6. On termination of employment, desk keys must be handed to the relevant manager and must

be signed off in the Key Register and office keys must be returned to Westmead security and signed off on the employee’s Clearance Certificate.






Original Date Issued: 29 April 1998 Created by: Delores Nicholson

LOST & FOUND PROPERTY – OUTER SITES


Approved by: EMC

SCOPE All Staff POLICY Every endeavour will be made to trace the owners of property handed in. Items that are reported as lost will have all details recorded in the back of the Lost and Found book with sufficient description so that it may be identified if it is later handed in. The custody of the Lost and Found property is the function of the Team Leader Receptionist (for all BreastScreen Sydney West sites). All items found will be locked in a filing cabinet kept in the Team Leader-Reception office. PROCEDURE 1. The Lost and Found book is managed by the Team Leader-Reception and found items

locked away in the 2. The Lost & Found book is to be ruled to show:

a. Date of receipt of property b. Property received number c. Description of property d. Location found e. Found by whom f. Efforts made to contact owner g. Signature of owner, if claimed h. Date received by owner i. All items received and issued to be initialled by Team Leader-Reception

3. Information regarding the Found item is recorded in the front of the Lost & Found book. Each entry consecutively numbered and the property labelled with the same number.

4. Efforts are made to trace the owners of property handed in as found. Property should be

checked for worthwhile information such as telephone numbers or addresses and this information should be used to contact the owner of the property.



5. Wallets or purses handed in as found property should be opened in front of the person

handing it in, the contents should be checked and any money should be counted in front of the person who handed it in.

6. Any monies handed in are to be taken to Westmead Cashiers and a receipt obtained, this

includes money found when checking the contents of any property. The receipt is then placed in the front of the Lost & Found book with the property number on it. The entry in the Lost & Found book must show the receipt number.

7. If the money is not claimed after three months, the person who handed it in may then claim it.

N.B. Security officers are not eligible to claim unclaimed monies. 8. Any property unclaimed after three months is catalogued by the Team Leader-Reception and

forwarded to Parramatta Community Health Service Campus Manager who must sign the Lost and Found book after taking receipt of property. The Campus Manager will then forward it to Brislington’s Graduate Nurses Association.

9. Items that are deemed to be unsaleable are destroyed after three months by Team Leader-

Reception and the Lost and Found book is noted. 10. Items that are reported as Lost should have all details recorded in the back of the Lost &

Found book with sufficient description of the item so it can be identified if it is handed in. All of the clients/visitors/staff details should be recorded so if the item is found they can be contacted to collect their property.

11. Outer site BreastScreen Sydney West Units follow points 1-9. Recording Lost & Found

book kept at each site.







MAIL SERVICES


Approved by: EMC

POLICY Westmead Breast Cancer Institute utilises two mail services for the receipt and distribution of its daily mail. An Internal Mail service is used through Westmead Hospital for the receipt and distribution of internal mail covering hospitals and community services in the Western Sydney Local Health District and Nepean Blue Mountains District Health Services region. An External Mail Service contracted to Australia Post for the receipt and distribution of all other mail (external mail). PROCEDURE Internal Mail

Receipt

1. Internal mail is delivered to BCI Westmead campus on a daily basis around 9.30am.

Distribution

1. Internal mail is then distributed to the nominated contact person or section and 2. Mail for staff located at Jeffery House is transported by Infrastructure Support Officer each

morning.. External Mail – Australia Post

Receipt

1. Customer Service Officer picks up mail from BCI Australia Post Boxes once daily (around 9am)

2. The Customer Service Officer is responsible for sorting the mail and placing it in the appropriate department’s pigeonholes at Westmead and the internal mail transfer to Jeffery House where appropriate.

3. The Infrastructure Support Officer transports the external mail for Jeffery House staff once per day.



Distribution from Jeffery House

Clean Mail – DL & DLX size envelopes, typed address label, stamped with Postage Paid Australia DL & DLX size envelopes placed in appropriate envelope boxes, all facing in one direction

and right side up. Tally sheet should be updated each time more envelopes are added.

Dirty Mail – all size envelopes, address label not typed

Envelopes are placed in a basket situated in the Box marked for transport to Westmead for pick up by Australia Post.

Distribution from Westmead

Clean Mail – DL & DLX size envelopes, typed address label, stamped with Postage Paid Australia DL & DLX size envelopes placed in appropriate envelope boxes, all facing in one direction

and right side up. Tally sheet should be updated each time more envelopes are added.

Dirty Mail – all size envelopes, address label not typed

Envelopes are placed in a tray situated at the front desk on BCI Admin side marked ‘External Mail’.

Internal Mail staff will collect general mail items from BCI front desk and Australia Post Courier then collects mail from Folding Machine Room daily at 3pm.

Accounts

1. The carbon copy of each of these forms is placed in the Australia Post Mail folder kept in the

Utilities Room. 2. The Business & Revenue Officer cross checks Australia Post Monthly account with the daily

record statement and faxes it to the Mail Room at Westmead







MAINTENANCE OF FACILITIES


Approved by: EMC

SCOPE All Staff POLICY In accordance with Occupational Health and Safety guidelines all staff have a responsibility to ensure a safe workplace and therefore are required to identify and bring to the attention of their Team Leader/ the Infrastructure Support Officer / WH&S representative repairs that are needed. The Infrastructure Support Officer will complete maintenance duties where-ever possible around the scheduled courier runs as required. Where this is not possible the Infrastructure Support Officer will arrange for maintenance duties to be carried out by contractors with the prior approval of the Director Business & Finance. PROCEDURE New Work 1. Any staff member requiring work should complete a "Request for Work" form. 2. This should be approved by Manager/Team Leader and authorised by the Cost Centre

Director prior to work being undertaken. Maintenance – BCI Sunflower Clinics – Myer Sites 1. Any staff member identifying work that needs to be carried out should discuss this with their

Team Leader/Manager and if approved complete a "Request for Work" form and send it to the Team Leader/Manager to be authorised.

2. Once authorised The Infrastructure Support Officer will complete what tasks he can around the scheduled courier run, and according to the urgency of the task.

3. Any tasks that require a qualified tradesperson or that cannot otherwise be accommodated, should be emailed to the Infrastructure Support Officer and copied to the Director Business & Finance for approval.

4. The approval of the cost centre Director should be sought for any work that will require expenditure.

Emergency Work 1. Immediately notify the Team Leader/Manager of any problem for immediate action and copy

Infrastructure Support Officer. They will notify the Director Business & Finance for authorisation.



Maintenance – BCI Sunflower Clinics Hospital Sites, Westmead & Jeffery House

5. Any staff member identifying work that needs to be carried out should discuss this with their

Team Leader/Manager and if approved complete a "Request for Work" form and send it to the cost centre Director to be authorised.

6. Once authorised this request should be sent to Building & Maintenance for the facility where you are based to be allocated by Facility to the appropriate tradesperson.

7. The approval of the cost centre Director should be sought for any work that will require expenditure.

Emergency Work 2. Immediately notify the Team Leader/Manager of any problem for immediate action and

complete a ‘Request for Work’ and phone B&MF within the hospital. Notify the cost centre Director for your facility for authorisation.







MEETING ROOM BOOKINGS


Approved by: EMC

SCOPE All Staff POLICY All Meeting Rooms, included staff room located at Westmead Breast Cancer Institute (BCI) are available for all staff meetings, workshops, seminars, etc, and also and occasional outside organisations for meetings, workshops, seminars etc. PROCEDURE Booking of Meeting Rooms at Westmead Hospital Campus Level 1 Bookings of Meetings, Workshops, etc. required in the Westmead Conference Meeting Rooms can be made by contacting: To make a conference room booking:- 1. Contact the Customer Service Officer or Business & Revenue Officer as below:. [email protected] 9845 8090 or [email protected] 9845 5621 2. State date and time the room is required, together with function name and number of people

expected. Contact name and number of person arranging the meeting. 3. If the Meeting Room is available details are entered into the corresponding booking diary. 4. In the event of a cancellation, the one of the above staff must be informed as soon as possible.





Booking of Meeting Room at Jeffery House Level 4 The Research & Education Admin Officer is responsible for the allocation of bookings of Meetings, Presentations, etc. To make a booking: To make a conference room booking:- 5. Contact the Customer Service Officer or Business & Revenue Officer as below: [email protected] 9845 8090 or [email protected] 9845 5621 6. State date and time the room is required, together with function name and number of people

expected. Contact name and number of person arranging the meeting. 7. If the Meeting Room is available details are entered into the corresponding booking diary. 8. In the event of a cancellation, the one of the above staff must be informed as soon as possible.





SCOPE All Staff POLICY BCI now has only two vehicles within its cost centre fleet. The pool car located at Jeffery House is for use mainly by the Infrastructure Support Officer but is available at other times for booking. The second vehicle is the BCI Sunflower Clinic BreastScreen Mobile Van (not for booking). All pool vehicles are to only be used for work related business for their specific program and designated cost centres 366901 Executive 366902 BreastScreen Sydney West 366903 Research, Education & Practice Development 366906 Clinical It is the responsibility of the Infrastructure Support Officer to maintain service schedules, cleaning of vehicles and to maintain vehicle log sheets for all vehicles. All staff who drive pool vehicles must adhere to WSLHD Motor Vehicle Policy and Procedures Manual [a copy is available in each car glove box or on the web at http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/PROC10369.pdf Failure to adhere to the WSLHD policies can result in disciplinary action. PROCEDURE Eligibility BCI/WSLHD standard pool vehicles can only be driven by staff who hold a current full NSW drivers license. A copy of your current license must be kept on file prior to driving a pool car. Staff who have a provisional license are permitted to drive a pool car at the discretion of Director Business & Finance. “P” plates must be displayed at all times. Staff who have had their license suspended for any reason will not be permitted to drive a pool car. Note the mobile van requires a HR license and is not currently available to staff.




Original Date Issued: 14 May 1998 Created by: Rosemarie Sultana

MOTOR VEHICLES



http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/PROC10369.pdf



Bookings When a vehicle is required for work purposes, a booking must be made in advance. The Vehicle Bookings Form is located at I:\Projects\Booking Sheets\Pool Car Booking Sheet. When making your booking the departure and planned return time must be noted, along with the name of the driver and the intended destination. If arrival back is delayed, your direct line manager must be contacted who will make alternative arrangements if necessary for any other staff that may also require that car. Vehicle Etiquette It is reasonable to expect radiographers attending mobile vans / fixed sites may need to leave before 8am and therefore should have priority access to BSSW pool cars because PCHS cars are not available until 8am (unless keys & folder collected the previous afternoon). Staff requiring a car during the course of the day, should always endeavour to use BSSW cars if they are free. Only if no BSSW car is available it is permitted to book a PCHS car. Who gets which car is on a “first-in-best-dressed” basis. The cars must not be re-allocated without the consent of the other driver or with the Director Business & Finance’s approval. Once a booking has been made and you are ready to leave, the appropriate "vehicle folder" must be collected. Inside every "vehicle folder" you will find:

a. car keys b. running sheets and pen c. vehicle location sheet (to indicate where vehicle has been parked at PCHS) d. Caltex fuel card, Parramatta Justice Precinct and lift card

The following are kept in each vehicle:

e. Street directory (stays in car) f. Fleet information (including accident procedures) g. Relevant road service information [NRMA or other depending on the vehicle]

When staff have finished using the vehicle, the vehicle folder must immediately be returned to the shelf above the trolley bay for the next person's use. Petrol No car should be returned to Parramatta with less than [or equal to] half a tank of petrol. It is the driver's responsibility to fill the car with petrol prior to returning it to Parramatta. The Caltex fuel card provided in the vehicle folder must be used and only “regular” unleaded fuel must be purchased, indicating the odometer reading (at time of filling vehicle) to the service station attendant whilst paying. This is essential for the Transport Department (Westmead Hospital) records. Fuel dockets must be kept in pocket of log sheet folder. Log Sheets All staff whilst using vehicles must complete vehicle log sheets. Log sheets are located in the folder in each car folder. Log sheets must be completed for each part of the journey - i.e. both for outwards journey from Parramatta and for the return journey. If multiple destinations are visited an entry must be made for each leg of the journey. Each entry must be completed in full.



At the end of each month, the Infrastructure Support Officer will collect all log sheets and carry out the following:

a. Check and add total number of kilometres; b. Check log sheets are correctly completed and tag any problems for the Director

Business & Finance ; c. check fuel dockets; d. carry out vehicle check for each vehicle and complete appropriate section of form; e. give log sheets for all other vehicles to Director Business & Finance who audits the log

sheets, follows up any issues with drivers and signs approval form. f. make a copy of log sheets and fuel dockets and file them with vehicle records g. take original completed log sheets to Transport Department within 5 working days of

end of month.

Traffic Infringements Traffic Infringements such as parking fines, speeding fines, etc are the responsibility of the driver and must be paid by the driver. BSSW / SWAHS will not be responsible or make representation to authorities on behalf of staff members, who have been service with penalty notices for alleged breaches of regulations. Cleaning It is the responsibility of all staff to ensure that after use of any vehicle that it is left clean and tidy. Motor vehicles are washed and vacuumed on a needs basis by the Infrastructure Support Officer.

Overnight and Weekend Parking Motor vehicles are to be secured and kept at the Parramatta Justice Precinct car park. Vehicles are only to be taken home if there is an afterhours need for the vehicle or if it is not practical to return the vehicle to the centre at the cessation of duty and only if approved by the Network Operations Manager. Any staff member required to take the vehicle home must ensure that it will be parked in a secure location.

Smoking Under no circumstances is smoking allowed in any BSSW / SWAHS motor vehicle. The vehicles are classed as smoke free zones.

Vehicle Accidents or Defects All vehicle accidents or defects should be reported immediately to the Infrastructure Support Officer or Director Business & Finance. The Infrastructure Support Officer will then do the following:

a. Assess damage to vehicle; b. Report accident/incident to Transport Department; c. The Transport Department will instruct the Infrastructure Support Officer on next

procedure. In most cases it will be to take vehicle Transport for inspection prior to approval to contact the appropriate car dealer for repair.

Accident and incident forms must be completed when a staff member is involved in a car accident. Other documentation will be required if the vehicle requires repair. All accidents will be investigated and if necessary driver training offered to the staff member involved.



Vehicle Servicing All vehicles must be serviced according to the manufacturer's specifications. The Infrastructure Support Officer will do the following

a. ring appropriate car dealer and book vehicle in for service requesting they collect and return car to Parramatta

b. note vehicle service in the booking folder so that the car is not accidentally booked out by a staff member.

c. Remove BSSW/PCHS keys from the key ring prior to car being collected for service.

Complaints Regarding Vehicles All complaints must be directed to the Infrastructure Support Officer at first. If staff are not satisfied with actions taken, then they are to speak with the Director Business & Finance. Driver training Driver training is Area policy and attendance at courses is mandatory for continuation of access to Area vehicles. All permanent staff required to drive Health Service motor vehicles as part of their official duties must attend the driver safety program. Priority for staff attending driver programs is as follows:

a. Drivers, i.e. couriers, bus, stores, ambulance and community based staff b. Other staff who are required to drive vehicles c. Staff who have had multiple accidents

Refresher courses are available. Staff should attend every 3 years .







OFFICE EQUIPMENT


Approved by: EMC

SCOPE All Staff POLICY To ensure all office equipment belonging to Westmead Breast Cancer Institute is correctly operated and properly maintained. PROCEDURE

Westmead Breast Cancer Institute (BCI) is responsible for all fixed and mobile assets as detailed in Western Sydney Local Health District Asset Register under the cost codes: 366901 – BCI Executive 366903 – BCI Research, Education & Practice Development 366906 – BCI Clinical Services and 366917 – BCI BreastScreen NSW, SW The following procedures relate to the use of equipment belonging to BCI 1. All equipment should be used for official purposes only. 2. Double sided photocopying should be done whenever possible. 3. The user should ensure paper is replaced in photocopiers and faxes as required. 4. Toner should be replaced as required by the operator. Inform Multi-skilled Administration

Officer responsible for the ordering of stationery, when toner needs to be ordered for any photocopier or facsimile machines.

5. New equipment is covered for warranty usually for up to 12 months. Beyond that point, a

number of pieces of equipment have had Maintenance Service Agreements organised. Please contact the owner of the various cost code for information about Service Agreements and service arrangements.

6. In the event of paper jams or breakdown of any equipment the user should be able to attempt

minor repairs. If unable to repair machines contact the Customer Service Officer to organise for servicing.

7. For safety reasons staff required using the laminating machine should have training in its use.






Original Date Issued: 21 November 2000 Created by: Lisa Ralphs

OVERTIME AND TIME IN LIEU OF OVERTIME (TIL)


Approved by: Prof John Boyages and endorsed by EMC on 7.5.11

SCOPE All Staff POLICY From time to time, BCI staff may need to work outside their agreed contractual hours resulting in the accrual of overtime hours. BCI Executive recommends

1. BCI staff should be aware of their position and the relevant award conditions for working approved overtime outside normal rostered ordinary hours.

2. Approved overtime hours may be reimbursed in one of two ways: a. paid at overtime rates b. taken through time off in lieu

Both forms of overtime are subject to the provisions contained in the relevant award. BCI recognises both overtime and time in lieu are a cost to both health and budget, and therefore recommend 1/ paid overtime should be approved for specific purposes and in generally exceptional circumstances and 2/ time in lieu of overtime should be the fallback to paid overtime and should be capped at a maximum of 4 hours in any two week period. (Consistent levels required above this TIL cap should trigger a review of the position description and associated work load.) Due to our multidisciplinary focus, BCI staff are employed under a number of different awards. Outlined below are the current awards covering staff employed within the BCI. Relevant sections for overtime and time in lieu in particular for each award are noted. It is the responsibility of each employee to be familiar with their relevant award conditions. For further award information, please follow the link and select your award: http://www.health.nsw.gov.au/jobs/conditions/awards/awards.asp

1. Health Employees Conditions of Employment (State) Award, dated 12 November, 2008 Section 8. Overtime, subclause (xv) covers

a. Health Managers’ (State) Award up to HSM Level 5

b. Health Employees’ Medical Radiation Scientists (State Award)

http://www.health.nsw.gov.au/jobs/conditions/awards/awards.asp



c. Health Employees’ Administrative Staff (State) Award

d. Health Employees’ General Administrative Staff (State) Award

e. Health Employees’ Computer Staff (State) Award

2. The Public Hospitals (Professional and Associated Staff) Conditions of Employment (State Award), dated 12 November, 2008 Section 8. Overtime subclause (xiv) covers

a. Health Professional and Medical Salaries (State) Award

3. Public Health Career Medical Officers’ (State) Award, Section 10. Overtime subclause (iv)

4. Public Health Systems Nurses’ and Midwives’ (State) Award 2008, Section 25. Overtime, subclause (iv)

5. Staff Specialists (State) Award – No relevant section

PROCEDURES – ALL STAFF

1. Accruing and taking of paid overtime and/or time in lieu of overtime can only occur on the prior mutual agreement between yourself and your direct line manager, and must take into account the BCI’s operational needs.

2. Paid overtime or time in lieu should only be worked in order to meet a specific

deadline, not as a way to build up hours for example: -

a. early arrival or late departure due to transport arrangements is not approved use of Time in Lieu.

3. Approved overtime should be recorded on fortnightly timesheets and authorised by

the BCI manager for payment under the relevant award conditions

4. Approved time in lieu of overtime (accrued and taken) should be recorded on a fortnightly basis using the BCI Time in Lieu form which is located in I:\Projects\BCI Templates – General.

5. Time in lieu should be taken within three months of accruing the time or as specified

in your relevant award (above) or paid out in accordance with the relevant award.

6. Your manager or the Duty Manager must initial all time in lieu transactions. Wherever practical, this should take place as soon as the transactions occur.

7. Each fortnight write down the time accrued and taken in the Comments section of

your Staff Time Sheet



PROCEDURES – DELEGATIONS LEVEL 6 AND ABOVE

1. For insurance and audit purposes, store completed time in lieu records with time sheets as documentary proof of attendance outside of employee contracted hours.

2. Time off in lieu of overtime is not possible in all settings and circumstances.

Therefore, overtime payment provisions may apply (with the prior approval of the manager and in accordance with staff member’s award provisions).

3. Approval for taking of time in lieu should only be arranged when the tasks performed

by the relevant staff member can be covered during their absence otherwise payment should be arranged.






Original Date Issued: 12 December 2000 Created by: Rosemarie Sultana

PETTY CASH


Approved by: EMC

SCOPE All Staff

PROCEDURE

Petty cash is available for immediate purchase of items of value less than $99 in special circumstances. Before proceeding with ANY petty cash purchases, please note the following procedure which is specific to BCI as a department.

1. Email approval needs to be given by the appropriate cost centre manager before

purchasing any goods for BCI. The cost centre managers are:

Cost Centre Manager Cost Centre Program

Elisabeth Black 366903 Research Education & Practice Development

Harj Bariana 366906 Clinical Services

Judy Bursle 366917 BreastScreen NSW, SW

Susan Hamill 366901 Executive

2. Once email approval has been confirmed, staff purchasing items need to make sure they have a separate docket (if they purchase items with their weekly shop) for reimbursement.

3. Petty Cash Reimbursement may be claimed for some items or expenses of less than $99

value which excludes stationery items unless we have been advised by Area finance they are not available through Cosnet or Netexpress.

4. Petty Cash Vouchers are located on the Western Sydney Local Health District (WSLHD) intranet by ctrl + click on the link below





5. Petty Cash Vouchers must be completed and signed by the officer incurring the expense, and approved by the relevant cost centre manager (above) on viewing the appropriate receipts.

6. More than one receipt may be claimed per Petty Cash Voucher as long as the total cost of

all items on the voucher is less than $99. However multiple purchases from the same supplier on the same day, exceeding $99 cannot be split over a number of petty cash vouchers.

7. All receipts provided at time of purchase must display ‘Tax Invoice’ and an ‘Australian

Business Number’ (ABN). If this is not provided, WSLHD will be unable to claim back the GST on the item/service purchased. If the ABN is not on the receipt, ask the store/service provider to write the number and the business name on the receipt.

8. When purchasing items, the price may or may not include GST. This will be indicated on

the receipt provided by the supplier. 9. Once the Petty Cash Voucher has been approved by the Cost Centre Manager, the

person incurring the expense should take a photocopy for filing in accounts and may proceed to Cashiers on Level 2 of Westmead Hospital to recover the expense.

Off Site Staff 1. Follow above procedures including email approval for prior to incurring expense. 2. Send the original Petty Cash voucher with original receipt to the Infrastructure Support

Officer who will return it to Westmead for reimbursement. Liaise with the Infrastructure Support Officer of following work location in order to receive reimbursement.






Original Date Issued: 26.8.2010 Created by: Judy Bursle

POLICY & PROCEDURE DEVELOPMENT GUIDELINES


Approved by: EMC

SCOPE All Staff

POLICY

1. To provide a framework for development of policy and procedures within the Westmead

Breast Cancer Institute (BCI). 2. Policies and procedures may be developed by any staff member, in accordance with the

steps outlined below. 3. Policies and procedures must be endorsed and issued by a the Executive Director, mem-

bers of the Executive team and appropriate Senior Managers 4. The Quality Officer, in consultation with the senior management team, is responsible for

overseeing the review and updating of the Policy and Procedure Manual.

PROCEDURE

1. Identifying policy ‘gaps’

It is recognized that there are many ways to identify an area which requires a new policy ot procedure, or where an old procedure needs to be revised or, in some cases deleted. Staff are often in the best position to recognize where there is no formal direction to guide behaviour or the decision making process. Some examples of how policy ‘gaps’ can be identified are as follows:

If an incident occurs and there is no formal guidance as to how that incident should be dealt with;

If legal advice has been received on a certain matter which impacts/alters current practice and a policy is required to communicate these changes to staff;

A committee may identify the need for a policy through general discussion;

If an internal or external review raises policy or procedural matters which need to be addressed (such as an accreditation site visit); or

Through the customer feedback quality assurance process.



Where a staff member has identified the need for a new policy or procedure, or a change to an existing procedure, they should discuss it with their Senior Manager who will table it at the Executive Management Committee meeting outlining the suggested change and the reason for such change.

The Executive will review suggested changes and make recommendations.

Please note: it is important that no changes to procedures or work practices be made unless they have been approved by the Executive and the policy amended accordingly.

2. Developing policy documents

Once it has been agreed to by the Executive that a procedure needs to be written/amended, the responsibility for drafting the policy will be delegated. When drafting the procedure, the following guidelines should be observed:

The policy or procedure should contain details as to the date it is written, by whom, who it applies to (i.e. the scope), and (if it is an amended policy) the amended date and name of the person it was amended by;

It should be drafted using clear, plain English;

It should be numbered;

Where legislation is required, this should be referenced in the document and not form part of the main policy document;

Where definitions are required, they should be included in an Appendix. Once policies have been drafted, they should be submitted to the Quality Officer.

3. Consultative Process At the BCI, the level of consultation will depend largely on the subject matter of the policy or procedure. If, for example, the scope covers multiple functional areas, it is appropriate for each manager/supervisor within each functional area to have an opportunity to provide input/comment before the policy/procedure is finalized and issued.

4. Approval, Registration and Issuing Final approval of the policy/procedure document will be given by the Executive. When a new policy/procedure is revised/created, it will be inserted appropriately within the relevant section of Policies and Procedures Manual. Staff are notified of the changes.



5. Review and Evaluation Policy and procedures documents will be reviewed on a regular basis. The review and evaluation process should take into account feedback from the relevant areas. Review of policies should also reflect changes in policy direction within the Ministry of Health, Western Sydney Local Health District and BreastScreen NSW.

6. Access Policy and procedure manual is available via the Westmead Breast Cancer Institute website -www.bci.org.au. This allows all staff to have access to current policies and procedures when working on or off site. Staff are provided with a unique login to access the staff only section on the webpage. See P&P: ‘Accessing Online Policy & Procedures’



TEMPLATE WESTMEAD BREAST CANCER INSTITUTE (BCI)


CHAPTER

Original Date Issued: Created by:

TITLE

Reviewed by: Last Reviewed: (regardless of any change)

Approved by: (appropriate Director or Committee)

SCOPE

All Staff

POLICY

(Should be an overall statement outlining the purpose/intent of the document)

PROCEDURE

(Should be numbered and provide step-by-step instructions for staff to follow)






Original Date Issued: 15.4.05 Created by: Rosemarie Sultana

PRINTED STATIONERY


Approved by: EMC

SCOPE All Staff POLICY The Customer Service Officer is responsible for ensuring adequate stock levels are held for all printed stationery which includes letterhead, compliment slips, business cards, envelopes, forms, etc. PROCEDURE

1. Check stock levels regularly

2. Amend format, logos, etc, if necessary

3. Request quotes for stationery

4. Complete online or non stock requisition to order

5. Once order received, document received date, pack stock appropriately or provide to relevant person



SCOPE Executive Support and Director Business & Finance POLICY Cheques are usually received in response to fundraising and are to be processed for deposit as soon as practicable following receipt. PROCEDURE 1. When a cheque is received a memo to Cashiers is to be prepared [see attached sample].

The memo is to detail:

the name of the company / individual the cheque is from;

a description of what the cheque is for;

the amount of the cheque;

the cost centre for the deposit; and

the account number the money is to be paid into (the account number can be obtained from the Chart of Accounts – copies are held by the Executive Support Team or can be obtained from the Westnet / Intranet)

2. Retain a photocopy of the cheque (and any other paperwork that came with it) and memo to

be filed with the Executive Assistant. 3. Take the cheque and memo to Cashiers at Westmead on Level 2 4. Once cashiers have deposited the cheque they will return a receipt 5. The Executive Assistant will double check that the amount of the receipt reconciles with the

information originally sent. 6. The receipt is either sent to the appropriate person / organisation, particularly in the case of

donations received. 7. When the DCC report is available on the intranet site, the Director of Business Services will

check that the deposit appears as income received during the month.




Original Date Issued: 5 July 2002 Created by: Lisa Ralphs

PROCESSING DONATIONS / CHEQUES

Reviewed by: Susan Hamill Last Reviewed: 26.3.13(Under Review)

Approved by: EMC



Westmead Breast Cancer Institute

To: Cashiers, Westmead

From: Executive Assistant BCI Tel No: 9845 8458 Date: <<date>>

Re: CHEQUE DEPOSIT

Please find attached a cheque to be credited to our cost code 433067 entity 1059, as follows:

Account number

Description

Cheque from

Cheque amount

<<Description>> <<Company or persons name>>

$

Thank you for your assistance with this matter. Regards, Juliana Paul

Executive Assistant to BCI Executive Director

Westmead Breast Cancer Institute

Enc.



SCOPE

All Staff POLICY Westmead Breast Cancer Institute (BCI) does not raise / issue invoices directly, as Health Share (HSS) manages this process on behalf of BCI. Requests for raising Invoices are prepared online at: PROCEDURE 1. BCI needs to arrange for an invoice to be raised whenever there is a need to charge an

organisation or individual for the provision of goods and/or services. The following are the most common situations when an invoice is required:

To charge an individual or organization who undertakes some form of BCI Education services

To seek reimbursement from a different Local Health District for staff salaries and wages

To seek reimbursement for SNAC trials

or an individual for copies of medical records/films

2. The administration officer preparing the invoice needs to go to the following site in HealthShare: http://intranet.hss.health.nsw.gov.au/finance/rfi

3. The information required follows:

name and address of the person/organization to be charged;

the reason for the charge;

the cost centre to be reimbursed (if unsure please refer to Director Business & Finance)

the agreed cost (excluding GST);

the dates the charge was incurred;

information as to whether the charge should incur GST or if it is GST exempt; and

any other relevant details.

4. When the DCC report is available on the intranet site, the Director Business & Finance will check that the amount of the invoice appears as income received during the month.




Original Date Issued: 16 July 2002 Created by: Lisa Ralphs

RAISING INVOICES


Approved by: EMC

http://intranet.hss.health.nsw.gov.au/finance/rfi






Original Date Issued: 28 October 2002 Created by: Lisa Ralphs

RECEIPTING / PAYING ACCOUNTS


Approved by: EMC

SCOPE All staff POLICY All non Radiography related accounts are to be processed for payment by Business Support Manager. All Radiography related accounts are to be processed by the Imaging Service Manager. PROCEDURE All staff, supervisors and managers involved in purchasing non-stock items, and processing and approving payment of accounts. Note: Please refer to current NSW Health and WSLHD Policy for procurement of goods and

services – NSW Health Procurement Portal found online at http://10.192.65.122/pas/ All ‘goods and services’ and all RMR expenses relating to the purchase of equipment of any value should be requisitioned using the Oracle on line requisition system prior to entering into any agreement for provision of those goods and services. All invoices should quote the Purchase Order number PROCEDURE Invoices with Purchase Order 1. All invoices with the required purchase order number, when received through the mail

should be directed to the relevant administration officer who will follow up with the person from their team who either received or ordered the goods and/or service to sign off on the invoice that they have received the goods/and or services.

2. Invoices once signed should be forwarded by email to the Business & Revenue Officer (Acting) for receipting against the purchase order.

3. Once this process has occurred – all correspondence/enquiries should be directed to Health Support Service for followup.

http://10.192.65.122/pas/



Invoices without a Purchase Order

4. All invoices opened in the mail or received by email without purchase order numbers, should be directed to the appropriate cost centre manager. If unsure, please check with the Business & Revenue Officer. Directions for raising Purchase Requisition above should be followed

366901 Business & Finance Manager 366903 Director Research, Education & Practice Development 366906 Director Clinical Services 366917 Director BreastScreen NSW, Sydney West

5. The invoice should then be emailed to the Business & Revenue Officer who will receipt the

invoices once the purchase order number has been received. Information to be Noted

a) Statements showing outstanding amounts DO NOT REQUIRE Payment or invoices. Sometimes due to delays in payments we received Statements from companies showing the outstanding amounts for invoices.

b) The only exception is if you receive a document which states it is a Tax Invoice/Statement, if this happens, please refer to the Director Business & Finance for clarification before proceeding.

c) Payment of utilities

Utilities (e.g. telephone, water, electricity, gas etc) and rent do not require an Oracle requisition/approval.

Utilities and rent accounts should be given to the Business & Revenue Officer who will have them authorised (by Director Business & Finance) to show the utility was provided. And then be sent to accounts payable.

Please refer to current NSW Health and WSLHD Policy for procurement of goods and services Link found online at http://www.health.nsw.gov.au/policies/pd/2009/pdf/PD2009_021.pdf

1. GOODS AND SERVICES UP TO $3,000 IN VALUE incl GST

Not required to obtain quotations for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $3,000 limit.




2. GOODS AND SERVICES OVER $3,001 AND UP TO $30,000 IN VALUE incl GST

Required to obtain one written quotation for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $30,000 limit.

3. GOODS AND SERVICES OVER $30,001 AND UP TO $250,000 IN VALUE incl GST

Required to obtain three written quotations for not-in-contract goods and services subject to the following conditions: a) rates being considered reasonable and consistent with normal market rates for items of a like nature; and b) requirements not being split into components nor succession of orders for the same goods or services for the purpose of enabling the goods/service to be obtained under the $250,000 limit.

4. GOODS AND SERVICES OVER $250,001 IN VALUE

Required to submit full details and specifications to the Department of Commerce (NSW Procurement - Contracting Services) for the invitation of tenders. Area Health Services, Children’s Hospital Westmead and Ambulance Service of NSW have been granted interim accreditation and may undertake procurement activities up to a value of $100 million without reference to Department of Commerce. Affiliated health organisations can tender themselves.

5. PRINTING

The delegations for printing have been aligned with the delegations for procuring goods and services. NSW Health has an Agreement with its preferred supplier to provide a print management service. Procurement of printing under this Agreement precludes the need for staff to obtain additional quotations as the service provider will undertake this task on

behalf of the Health System.

6. DISPOSAL OF SURPLUS OR UNSERVICEABLE GOODS (excluding motor vehicles)

Transfer Transfer to another Public Service agency as set out in the Public Sector Employment and Management Act 2002.

Destruction

Destruction where items are of no value.

Goods valued up to $3,000

Goods valued up to $3,000 may be disposed of by negotiated sales and verbal quotes.



Goods valued over $3,001 but not exceeding $250,000

Goods valued over $3,001 but not exceeding $250,000 may be disposed of by auction, written quotes or tenders.

Goods valued over $250,001

If the estimated value of the goods exceeds $250,001, the disposal must be referred to Department of Commerce (NSW Procurement Contracting Services) for the invitation of tenders/auction approval action. Area Health Services, Children’s Hospital Westmead and Ambulance Service of NSW have been granted interim accreditation and may undertake disposal activities of goods (excluding real property such as land and buildings) up to a value of $100 million without reference to Department of Commerce. Affiliated health organisations can tender to dispose of surplus or unserviceable goods themselves.

Disposal by a Third Party

NSW Health has an Agreement with its preferred supplier to provide a disposal service. Disposals arranged under this Agreement preclude the need for staff to obtain additional quotations as the service provider will undertake that task on behalf of the Health System. While it is expected that all disposals will be arranged through the service provider there may be circumstances where disposals are undertaken directly. In these cases the delegations detailed above apply. The Supply Procedures Manual, Purchasing and Supply Manual for Public Health Organisations and other procurement resources will be updated in due course. Any enquiries on procurement related matters can be made by contacting the Procurement Advisory Service, [email protected] or telephone (02) 9391 9215.

Note: For instructions on “How to enter an on line requisition order, please refer to Oracle Manual.






Original Date Issued: 29 April 1998 Created by: Delores Nicholson

RECEIVING OF SUBPOENA


Approved by: EMC

SCOPE All Staff POLICY The Executive Assistant is the only person at Westmead Breast Cancer Institute who should receive a ‘Subpoena’ for information either in person or by mail. If the Executive Assistant Is unavailable it should be the Director of Business & Finance or the Business & Revenue Officer. PROCEDURE 1. Receptionist must ask the person delivering the Subpoena to wait / take a seat while the

Executive Assistant is informed. 2. If the Executive Assistant is unavailable, the Subpoena should be directed to the Director

Business & Finance or the Business & Revenue Officer.






Original Date Issued: 11 January, 2001 Created by: Rosemarie Sultana

RECRUITMENT OF CASUAL STAFF


Approved by: EMC

SCOPE All BCI Senior Managers POLICY Directors / Managers have a responsibility for creating and reviewing job descriptions/statement of duties for positions within their delegation as per the organisation’s current delegations manual located at http://wslhdintranet.wsahs.nsw.gov.au/ and search delegation manual dated 26 September 2012. Prior to creation of any casual positions all Directors must approve the position from within their delegated cost centre. Directors / Managers are responsible for ensuring the relevance of work health and safety (WH&S) content prior to the commencement of recruitment and completion of the positional physical requirements form. Where positions have specific WH&S requirements, these must be stated in the job advertisement. PROCEDURE A Casual Pool of staff exists within Health Support Services and should be used in the first instance.

http://wslhdintranet.wsahs.nsw.gov.au/



INTERNAL CASUAL POOL Enter the temporary position into e-recruit at: https://nswhealth.erecruit.com.au/

the completed request should be forwarded to the Director Business & Finance for financial delegation then to the BCI Executive Director for final approval Once approved internally it will be forwarded to the WSLHD Executive for sign off. Once all delegations have been completed, it will be forwarded to e-recruit to Casual Pool who will then follow up on the position and advise availability and time frames for suitable staff. On commencement a Staff Orientation Package containing a checklist of information, must be provided on their first day and the specified sections returned to the Director Business & Finance as soon as possible. Timesheets must be completed as per our Timesheet policy, approved by the Service Manager for entry into Kronos. A copy of timesheet should be provided to the Executive Support staff to be faxed / emailed to Payroll Services.

https://nswhealth.erecruit.com.au/







RECRUITMENT & SELECTION PROCEDURES


Approved by: EMC

SCOPE All BCI Directors / Senior Managers POLICY Directors / Managers have a responsibility for creating and reviewing job descriptions/statement of duties for positions within their delegation as per the organisation’s current delegations manual located at: http://wslhdintranet.wsahs.nsw.gov.au/ArticleDocuments/1052/Delegation Prior to creation of any new positions a brief including the organizational impact should be forwarded to the Director Business & Finance for assessment of the financial impact before submission to the Executive Director of Westmead Breast Cancer Institute (BCI) and creation on the online recruitment system. Directors / Managers are responsible for ensuring the relevance of occupational health and safety (WH&S) content prior to the commencement of recruitment and completion of the positional physical requirements form. Where positions have specific WH&S requirements, these must be stated in the job advertisement. All positions should adhere to NSW Department of Health Recruitment Policy & Procedures.

http://wslhdintranet.wsahs.nsw.gov.au/ArticleDocuments/1052/Delegation



PROCEDURE How to fill a vacant position

1. Nominated officer to create a position request using the on line recruitment system via the Intranet https://nswhealth.erecruit.com.au/Default.aspx

2. Details include

o Position details & justification

o Position Description & Selection Criteria for template link click below:

o I:\Projects\BCI WSLHD Templates\PD eRecruitment[1].docx]

o Advertising Options & Contact Officer

3. Approval Process - Nominated officer to nominate cost centre Director as Approver – as per current delegations.

4. Cost Centre Director sends to Director Business & Finance for financial information

5. Director Business & Finance approves and forwards to BCI Executive Director for approval who will forward to appropriate WSLHD Executive.

6. Once approved request reaches ESU – [email protected]. ESU will Advertise or send to SMADR.

7. ESU will advertise the position – internal, Healthjobs and/or external (as per current guidelines).

8. Applications received either on line or via mail – ESU will scan and attach paper applications received to the on line job. Once closed manager needs to conduct shortlisting on line - select “for interview” or “rejected”.

9. Convenor is to be nominated by the relevant Director and they will arrange interviews, venue, panel and contact applicants.

10. At the interview the Convenor conducts – 100 point check, visa and registration checks, ensures mandatory forms are completed by applicants

11. Following the interview the Convenor commences Pre Employment Checks – reference, medical to Staff Health, criminal record request of ESU.

12. Clearances received – Medical Clearance email from Staff Health & Criminal Record Clearance email

13. Convenor to close on line job – nominate Successful Applicant, Eligibility List and Unsuccessful electronically.

14. Convenor then returns all documents to ESU with Pre Employment Checklist

https://nswhealth.erecruit.com.au/Default.aspx




15. ESU will review employment documentation and process Letter of Offer and establish a commencement and Staff Orientation date

16. ESU will establish new staff member onto the payroll system and allocate employee number.

17. Further detailed information is available:

HR Web site http://intranet.hss.health.nsw.gov.au/recruitment/parramatta for information on: Recruitment /Section Process Summary Table On-line Recruitment Common Questions SWAHS Convenor Information FAQ’s

http://intranet.hss.health.nsw.gov.au/recruitment/parramatta







RESIGNATION


Approved by: EMC

SCOPE All Staff POLICY Adhere to NSW Department of Health and current local policies until completion of the Health Transformation PROCEDURE 1. Resigning staff member must complete Section 1 of Resignation / Termination form

located at http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/FORM10902.pdf and forward to Service Director / Manager to complete Section 2.

2. The designated Executive Support Staff will then forward the Resignation /

Termination form together with final timesheet to Human Resources with a copy to Pay Office, at least one week prior to the last working day.

3. The Clearance Certificate is to be detached from the Resignation / Termination form

and be completed on the last working day, obtaining clearance from Director Business & Finance, Service Director / Manager, Library and Security.

4. Once clearance has been given, the certificate can be faxed to Pay Office.








SIGN IN / SIGN OUT TO THE UNIT

Reviewed by: Harj Bariana Last Reviewed: 1.10.12

Approved by: EMC

SCOPE All BCI Staff including Administration, Doctors, Nurses, Allied Health, Contractors and Visitors must comply. POLICY To ensure all staff members, contractors, visitors attending the BCI are catered for in the event of an emergency, it is now compulsory for everyone to sign in and out of each BCI campus on a daily basis. Attendance by patients and families are covered by the preparation of clinic lists. PROCEDURE Each day, you are required to complete the following information as you arrive in the morning, when leaving the floor and returning for lunch breaks and before departing for the day as per the attached sheet:

Date

Your Name

Time In / Time Out The sign in / sign out folder will be located in the following places for your convenience:

Front desk through Door 1 - Westmead

Front desk through Door 2 - Westmead

Front desk through Door 3 – Westmead

Front desk – Jeffery House

Front desk – BCI Sunflower Clinics Sign in / Sign out sheet below



DATE NAME TIME IN TIME OUT TIME IN TIME OUT







STATIONERY – GENERAL


Approved by: EMC

SCOPE All Staff OVERVIEW

Requests for stationery are to be completed on the BCI Stationery Request form (attached) and signed by the appropriate cost centre manager (refer to BCI delegation process) before being directed to the Customer Service Officer. General stationery orders will be raised by the Customer Service Officer (CSO) in consultation with the Director Business & Finance (DB&F) to ensure the appropriate cost code. Orders are signed off by the DB&F or by the relevant Director for the cost code (refer to BCI delegation process) and the order is submitted through Westmead Hospital's approved Government Stationery suppliers, Complete Office Supplies. PROCEDURE – General Stationery Items 1. The CSO will check the Stationery Cupboard for current stock levels of

i) general stationery items ii) paper stocks iii) coffee, tea and milk iv) kitchen consumables

Once per week. If items are not on the shelf or quantities are low, the CSO is responsible for ordering stationery stock

2. Standard Orders are placed weekly through Complete Office Supplies and should be

received within two working days unless stock is unavailable which will then be back-ordered.

3. Stationery orders must be approved by the Director Business & Finance.

4. If other staff find an item is running low or urgent orders, complete the stationery request

form, have it authorized and forward to the Customer Service Officer. To: [email protected]




Cost Centre: _________________ Manager Approval _____________________ Date Approved______________________

Item Requested Person Requesting Date Ordered

Date Supplied

Cost Centre: _____________ Manager Approval _______________________ Date Approved _______________________

Item Requested Person Requesting Date Ordered

Date Supplied






Original Date Issued: 30 March 1998 Created by: Lesley Harvey

STOLEN GOODS / BREAK IN


Approved by: EMC

SCOPE All Staff POLICY Staff are discouraged from bringing large sums of money, personal documents or belongings into the workplace. BCI will not accept liability for loss of personal belongings. Staff are strongly urged to keep their personal belongings locked in lockers or lockable drawers provided. Staff are required to take all reasonable steps to ensure the security of WSLHD property. All incidences must be reported immediately. PROCEDURE Property Claims The Liability and Insurable Risk Unit reports, investigates and manages claims for loss, theft or damage to property up to and including total destruction by fir of a building and its contents owned by Western Sydney Local Health District (WSLHD). Under the arrangement with Treasury Managed Fund (TMF) WSLHD is required to notify in writing any circumstance likely to give rise to a claim.

Please follow the link below to access Policies, Procedures and Forms for Property Claims http://wslhdintranet.wsahs.nsw.gov.au/Risk-Management/Liability-and-Insurable-Risk/Property-

Claims/Property-Claims

http://wslhdintranet.wsahs.nsw.gov.au/Risk-Management/Liability-and-Insurable-Risk/Property-Claims/Property-Claims

http://wslhdintranet.wsahs.nsw.gov.au/Risk-Management/Liability-and-Insurable-Risk/Property-Claims/Property-Claims







TIMESHEETS


Approved by: EMC

NAS 2004:

SCOPE All Staff POLICY Timesheets are to be completed by all staff on a fortnightly basis to ensure staff are paid correctly. PROCEDURE 1. Timesheets must be completed each fortnight (alternate to pay week) and authorised by

the departmental team leader/manager. Team leader/manager should check ensuring hours of work, overtime, time-in-lieu, sick leave, annual leave, etc are correctly noted. Staff unsure of how to correctly complete timesheets, should speak with their team leader /manager.

2. Overtime should be noted on timesheets after approval in accordance with the Overtime

& Time in Lieu of Overtime Policy. 3. If a staff member is absent and unable to complete their timesheet, their team leader is to

complete one on their behalf. 4. Signed timesheets (including leave forms, certificates and relevant documentation) must

be forwarded to the designated Executive Assistant to BCI Director by no later than the Wednesday prior to timesheet period ending for entry into Kronos

Executive Assistant will complete Executive timesheets 5. Team leaders/managers should notify designated staff (by email) any unplanned leave

after Wednesday prior to timesheet period up until 8.30am on Monday (for final sign off).

6. Entered timesheets are checked on Kronos by the designated Manager. Sign off can only be completed by the Director Business & Finance or a Director (in the Director Business & Finance’s absence) by no later than Monday 9 am.

7. Original FACs or Long Service leave forms are faxed to Transaction & Audit Unit with any

supporting documentation.



8. Sick leave and Time in Lieu forms are kept with timesheet unless sick leave form exceeds two days in which case employee will need doctor’s certificate.

9. Original timesheets and leave forms are filed in Timesheet Folder located with Executive

Support. They are filed alphabetically by surname within the appropriate pay period. 10. Amendments from previous timesheet periods are to be recorded on an the form ‘SWA-

249 Adjustment to Timesheet’ located at http://swahsintranet.wsahs.nsw.gov.au/HR-Forms/default.aspx

11. and forwarded to pay office for processing. A copy must also be provided to the

Executive Assistant to be filed with the corresponding timesheet. 12. Staff on Workers Compensation must complete a ‘Workers’ Compensation/Rehabilitation

Timesheet’ located at http://westnet/swahsdocuments/FORM10539.pdf

13. For completion refer to guidelines printed on back of form. Form to be faxed to Workers Compensation Unit (9840 3034) and then filed with the remainder of timesheets.

http://swahsintranet.wsahs.nsw.gov.au/HR-Forms/default.aspx

http://westnet/swahsdocuments/FORM10539.pdf



SCOPE All BCI Staff POLICY The Infrastructure Support Officer will conduct courier duties on a daily basis between Jeffery House and Westmead, the BCI Sunflower Clinics including the mobile van. The purpose of the daily courier run is to transport stock and mail items between Jeffery House, Westmead and BCI Sunflower Clinics. To ensure the security of the sensitive personal information we maintain about our clients, all client files are to be transported in a locked file tub. PROCEDURE 1. The tubs for all of the fixed sites are located on trolleys next to the utility room at Jeffery

House; 2. The tubs for the mobile vans are located in the alcove in the radiography area at Jeffery

House; 3. All tubs are labeled to help identify to which sites they belong, and what should be put in

the tub e.g. Penrith files only, or Penrith stock only; 4. All tubs that are used to transport files are blue. These are the only tubs that have a lid

and are locked; 5. Each site / mobile has a copy of the padlock key that is available as a spare; 6. The Infrastructure Support Officer locks the tubs before they leave each site and unlocks

them on delivery. This means that staff at outer sites usually don't have to worry about locking / unlocking the tubs but have access to a key for the odd occasion when one might be needed.

7. Spare keys at Parramatta are kept on the hooks near the tubs.





TRANSPORTING CLIENT FILES AND STOCK TO OUTER SITES


Approved by: EMC



8. All padlocks have the same lock and therefore any key can be used. 9. A separate stock tub is available for each site / mobile. 10. Any stock that needs to be sent should be put into the correct stock bucket, which is

stored near utility room on the day before the delivery day. 11. In urgent situations, if additional stocks are needed, transport of these can be negotiated

with the Infrastructure Support Officer within to be fitted in with other tasks. 12. Due to the size of the courier vehicle only a limited number of tubs can be transported

each day. Therefore when additional tubs need to be transported, this needs to be planned with the Infrastructure Support Officer who will be able to advise how many additional tubs can be fitted each day.







TRAVEL



SCOPE All Staff POLICY

Conference leave travel for BCI staff will be in accordance with NSW Health, Local Health Network and Western Transition Office policy and relevant awards where approved as per Conference Leave Policy.

Leave travel forms are located at:









UNIFORMS


Approved by: EMC

SCOPE All Staff POLICY The supply of uniforms within BCI for clinical and internal administration staff and staff working in the BCI Sunflower Clinics (uniforms under review) are covered by two Sydney West Area Health policies: Dress Code Policy - http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/POLY10376.pdf and Uniform Policy - http://intranet.hss.health.nsw.gov.au/hss_uniforms PROCEDURE For all procedures relating to requests for uniforms, please refer to the link below: http://intranet.hss.health.nsw.gov.au/hss_uniforms Badges BCI Name badges and BreastScreen logo badges are to be worn at all times by staff attending BCI Sunflower Clinics when conducting BreastScreening clinics. Please refer to Clinical Support Officer – Judith Newell #59682 for further information.

http://mscu-web07.wsahs.nsw.gov.au/swahsdocuments/POLY10376.pdf

http://intranet.hss.health.nsw.gov.au/hss_uniforms

http://intranet.hss.health.nsw.gov.au/hss_uniforms






Original Date Issued: 8 January 2003 Created by: Rosemarie Sultana

VISITING MEDICAL OFFICERS (VMOs) TIMESHEETS


Approved by: EMC

SCOPE Radiologists and Surgeons POLICY VMO Timesheets are to be completed by radiologists and surgeons who have read client films, attended an assessment clinic, or attended meetings, by the second week of each month to the Clinical Support Officer for processing. Accounts Payable provides a list of dates when VMO Interface is to occur. Timesheets must be entered and processed by the Clinical Support Officer and authorised by the Acting Director, BreastScreen NSW, SW and the Director Clinical Services and then forwarded to VMO Processing, in order for the VMO to be paid for that month. Processing of timesheets is made one month in arrears e.g. January 2011 work completed will be processed in February 2011. PROCEDURE

1. Each month the Data Project Officer prints a report indicating the number of reads read by each Radiologist for the previous month. Data Project Officer places this report in each Radiologist’s pigeon hole (film reading room) with a reminder that timesheets are due as well as gives a copy to the Clinical Support Officer.

2. Each radiologist and surgeon is to complete a VMO timesheet indicating the number of

client films read, and/or assessment clinics attended, and/or meeting attended for the relevant month. Timesheets must be signed and dated by the clinician.

3. Completed timesheets can be placed in plastic sleeve provided in the film room on notice board, in the assessment area, or on the Business Administration Officer’s desk for processing.

4. Timesheets are recorded into an excel spreadsheet by the Clinical Support Officer after

cross checking each individual timesheet against the Monthly Reading Report provided by the Data Project Officer (for reads) and against the Assessment Clinic Roster (Assessment Clinics).



5. Once each VMO timesheet has been entered onto the excel spreadsheet by the Clinical

Support Officer it is then given to the Acting Director, BreastScreen NSWSW and the Director Clinical Services, for approval and signature.

6. When timesheets have been checked and signed

a. Timesheets are scanned and emailed to VMO Processing, HSS Parramatta,

in order for the VMO to be paid for that month. b. The original timesheet is filed in a folder located with the Clinical Support

Officer, in name and month order.