operations/medical/ business systems structures proposal€¦ · positions directly impacted by the...

Primary Health Care and

SA Prison Health Service

Operations/Medical/ Business Systems Structures

Proposal

Consultation Paper

Central Adelaide Local Health Network

Planning for Excellence:

March 2015

________________________________________________ Primary Health Care and SA Prison Health Service

Operations/Medical/Business Systems Structures Proposal Consultation Paper

23/03/2015 Version: 3

of 14

Document Acceptance and Release Notice This document is Version 3.0 23/03/15 of the PHC & SAPHS Proposed Operations and Business Systems Structures Consultation Paper. The Report is a managed document. For identification of amendments each page contains a release number and a page number. Changes will only be issued as a complete replacement. Recipients should remove superseded versions from circulation. This document is authorised for release once all signatures have been obtained.

PREPARED: Date: 23 - 03 - 2015

(for acceptance) Shauna Henderson, Snr Project Officer PHC & SAPHS – PROJECT SUPPORT

ACCEPTED: Date: - -

(for release) Leah Trotta, Executive Director PHC & SAPHS – SPONSOR

10 04 2015



23/03/2015 Version: 3

of 14

Contents 1. Background ....................................................................................................... 4 2. Proposal ............................................................................................................ 4 3. Benefits ............................................................................................................. 4 4. In Scope ............................................................................................................ 5 5. Out of Scope ..................................................................................................... 7 6. HR Principles .................................................................................................... 7 7. Consultation Processes .................................................................................... 7 8. Proposed Timeframes ....................................................................................... 8 9. Current SAPHS Organisational Chart ............................................................... 9 10. Current PHC Organisational Chart................................................................. 10 11. PROPOSED Operations/Medical/Business Systems Structure across SAPHS and PHC Organisation Chart .................................................................. 11 12. OPERATIONS STRUCTURE ........................................................................ 12 PROPOSAL 1: - Proposed Operations structure across both PHC and SAPHS .......................................................................................................... 12 13. BUSINESS SYSTEMS STRUCTURE ............................................................ 13 PROPOSAL 2: - Proposed Business Systems structure across both PHC and SAPHS ................................................................................................. 13 14. MEDICAL SERVICES STRUCTURE ............................................................. 14 PROPOSAL 3: - Proposed Medical Services structure across both PHC and SAPHS ................................................................................................. 14



23/03/2015 Version: 3

of 14

1. Background

Central Adelaide Local Health Network (CALHN) was established in July 2011. CALHN operates under a single service multiple sites’ governance model which brings together three hospitals and a significant number of state-wide, mental health and primary care services. Underpinning the model is the ‘Single Service, Multiple Sites Strategy’ which was developed in 2012 with each directorate being responsible for developing appropriate governance and operational structures to align back to the strategy. On the 28 July 2014 the SA Prison Health Service (SAPHS), a former CALHN state-wide service and the existing Primary Health Care (PHC) Directorate were integrated as a single directorate under the leadership of the Executive Director, Primary Health Care and SA Prison Health Service. This has provided an opportunity to consider duplication or deficit in operations, medical and business systems and resourcing across the directorate. PHC and SAPHS services currently operate independently of each other with different operational, medical and business systems support structures in use.

2. Proposal Consideration has been given to the service gaps and duplication within the current operational, medical and business systems structures across PHC and SAPHS.

It is proposed that consolidation of operational, medical leadership and business systems resources are enabled to work across the directorate in the most effective and efficient model possible. This is with the intent to maximise available resources, apply consistent practice and improve the Directorate’s overall operational, medical and business performance.

This proposal involves two components. Firstly, a broadening of some roles to enable influence across the whole directorate and a realignment of some reporting lines to ensure staff are connected and supported.

It is therefore proposed that a consolidated approach be adopted. This approach would see a change of PHC and SAPHS Operational, Medical and Business Systems structures and reporting lines on 1 July 2015.

Further details relating to this can be found in Sections 12, 13 and 14 of this paper.

3. Benefits

Some of the benefits associated with the proposal are:

Better alignment to CALHN’s Governance and Accountability Framework 2013-2017 to ensure an integrated governance approach

Consistent governance of SAPHS/PHC operations, medical and business systems with clear linkages back to CALHN

Capacity to profile both SAPHS/PHC operations, medical and business system’s staffing structures and maximise the potential to better align staff across both SAPHS/PHC. This will remove duplication and address any functional deficits

Better alignment of SAPHS/PHC financial performance with the Performance Management and Reporting Framework

This proposal is not intended to alter budget levels



23/03/2015 Version: 3

of 14

This will result in new governance processes that share operational and functional responsibility which improves resource utilisation, both efficiency & effectiveness and also promotes shared responsibility for management and leadership of service as a whole.

This includes:

clearer accountabilities;

reduce duplication of leadership and functionality across both services;

address areas of deficit across both services;

consistency and efficiency of processes to ensure linkage back to CALHN;

greater team flexibility due to pooled resources;

reduced risks associated with clinical governance;

opportunities for economies of scale in some areas. For the majority of staff this will mean a change in reporting lines only.

4. In Scope Positions directly impacted by the proposed change in PHC and SAPHS Operations, Medical, Business Systems Structures.

Position Classification Position No. Comments

Manager PHC & SAPHS Operations

1.0 FTE MAS3 PEMA01 To be established to work across the Directorate. This position will replace existing Manager Operations positions in both PHC and SAPHS.

Medical Director PHC and SAPHS

1.0 FTE MDO28G PPAA24 To be established and required to work across the Directorate. This position will replace the existing SAPHS Medical Director position.

Manager Business Systems PHC and SAPHS

1.0 FTE MAS3 or 1.0 FTE ASO8

PCBA03 To be established to work across the Directorate. This position will replace existing Manager Business Systems positions in both PHC and SAPHS.

Manager PHC Operations

1.0 FTE MAS3

PESA01 Not retained

Manager Business Systems PHC

1.0 FTE ASO7 PCBA03 Not retained

Manager Business Systems SAPHS

1.0 FTE ASO7 PPAA03 Not retained



23/03/2015 Version: 3

of 14

Snr Project Officer SAPHS

1.0 FTE ASO5 PPAA14 Not retained

Governance and reporting lines for PHC and SAPHS Operations, Medical and Business Systems functions and in-scope workforce are consolidated. For the majority of staff this will mean a change in reporting lines only.

In order to ensure continuity of service, some staff will be required to work across PHC and SAPHS and employee’s individual circumstances/wishes will be taken into consideration in determining work assignments. Staff will be adequately supported/trained throughout this process.

Position Classification Position No. Comments

Snr Project Officer PHC

1.0 FTE ASO6 PSIA01

Safety Quality Risk Management Coordinator

1.0 FTE Multi Class Position

PPAA15

Release Of Information Officer

0.5 FTE ASO3 PPAA13

Business Manager SAPHS 0.5 FTE ASO5 DSF3O8

Business Manager PHC 1.0 FTE ASO5 PCBA24

Snr Project Officer SAPHS 1.0 FTE ASO5

PPAA14

Data Systems Support Officer SAPHS

1.0 FTE ASO4 PPAA25

PHC & SAPHS Executive Assistant

1.0 FTEASO3

PWEA03

Human Resources Support Officer SAPHS

1.0 FTE ASO3 PPAA12

PHC Facilities/Admin Officer

0.6 FTE ASO2 PNRA08

PHC Finance/Admin Officer

0.8 FTE ASO2

PWPA07

PHC Business Systems & Facilities Assistant

1.0 FTE ASO2 PCBA22

SAPHS – Exec Ass/Site Admin Lead

1.0 FTE ASO3 PPAA26

SAPHS – Admin Officer 1.0 FTE ASO2 PPAA11

SAPHS Clinical & Operations Admin Officer

1.0 FTE ASO2 PPAA11 Currently vacant to be filled

SAPHS Admin Clerical Trainee

1.0 FTE ASO1 PPAA27 On completion of trainee contract the position will convert to permanent position

SAPHS Snr Medical Consultant

1.0 FTE MDO29G PPAA24

SAPHS Snr Medical Officers

3.6 FTE MDP46G

PPCI01

SAPHS Medical Officer 1.0 FTE MDP27G PPCI01



23/03/2015 Version: 3

of 14

SAPHS Snr Medical Officer

1.0 FTE MDP25G PPCI04 Position end date 31/7/2015

PHC Snr Medical Officer 0.6 FTE MDO29G PWPM02

PHC Snr Medical Officer 0.4 FTE MDO29G PWPM03

PHC Snr Medical Officer 0.7 FTE MDO29G PEMM01

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCG02

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCG01

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCE02

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCD01

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCC01

SAPHS Site Admin Officer 1.0 FTE ASO2 PPCA03


SAPHS Site Admin Officer 0.5 FTE ASO2 PPCB01

SAPHS Site Admin Officer 0.5 FTE ASO2 PPCF01

SAPHS Site Admin Officer 1.0 FTE ASO1 PPCE02


5. Out of Scope

SAPHS and PHC positions/services/teams not impacted by this proposal and are therefore out of scope:

Positions/Services/Teams

PHC - Migrant Health Service

PHC - Street to Home Service

PHC - O’Brien Street Practice

PHC – Sefton Park Service

PHC - Supported Residential Facilities Team

PHC - Children and Families Team

SAPHS - Nursing Team



23/03/2015 Version: 3

of 14

6. HR Principles

HR principles will be in accordance with Part 12 of the SA Health (Health Care Act) Human Resources Manual (“the HR Manual”).

7. Consultation

Staff consultations to discuss this proposal facilitated by the Executive Director, Primary Health Care and SA Prison Health Service, CALHN will be held on:

Thursday, 23 April, 2015 9.30 – 10.30 am at SAPHS 1st Floor, 5 Darley Rd, Paradise

or

Friday 24 April, 2015 10.30 – 11.30 am at PHC Shop 5, 221 Main North Rd, Sefton Park

HR Consultants from CALHN will be available at these sessions to assist with any staff queries.

Feedback can be provided by emailing Ms Leah Trotta, Executive Director PHC and SAPHS Health on [email protected] by COB Friday 22 May 2015.

Further information regarding this proposal can be sought by emailing:

Ms Tricia Cash, Manager, SAPHS Operations on [email protected] or

Ms Mary Mangion, Manager, PHC Business Systems at [email protected]

8. Proposed Timeframes Feedback regarding the proposed consultation paper is sought from staff and employee associations by COB Friday, 22 May 2015. Any feedback received from staff and employee associations will be collated and discussed with employees at further staff consultations to be held:

Thursday, 28 May, 2015 9.30 – 10.30 am at SAPHS 1st Floor, 5 Darley Rd, Paradise

or

Friday, 29 May, 2015 10.30 – 11.30 am at PHC Shop 5, 221 Main North Rd, Sefton Park

Staff Frequently Asked Questions (FAQs) are available and will be forwarded along with this consultation paper.



23/03/2015 Version: 3

of 14

9. CURRENT - SA Prison Health Service Organisational Chart Operations, Medical & Business Systems September 2014



23/03/2015 Version: 3

of 14

10. CURRENT – Primary Health Care Organisational Chart Operations, Medical & Business Systems October 2014



23/03/2015 Version: 3

of 14

11. PROPOSED

SAPHS & PHC Operations/Medical/Business Systems Structures

Organisational Chart March 2015



17/02/2015 Version: 3

of 14

12. OPERATIONS STRUCTURE See above current and proposed Governance Charts Primary Health Care through the Central Adelaide Local Health Network (CALHN) provides care to vulnerable population groups with complex chronic disease to improve their capacity to manage the condition/s, prevent complications, and improve their health and wellbeing.

The SA Prison Health Service (SAPHS) through CALHN delivers a range of primary healthcare services to prisoners across the eight sites in South Australia that are governed by the Department for Correctional Services (DCS). Currently two Manager Operations positions exist across PHC and SAPHS. One PHC Manager Operations is an ongoing appointment at a MAS 3 level and the other SAPHS Manager Operations is a temporary arrangement at a MAS 3 level.

Both PHC and SAPHS Manager Operations report through to the Executive Director PHC & SAPHS. Both PHC and SAPHS Manager Operations positions provide daily operational management, strategic advice, deliver business reform and provide specialist business analysis advice and reporting to senior management and Executive on trends and risks and provide support and advice on complex matters for SA Prison Health Service and Primary Health Care. Recent changes to service structures in Primary Health Care enable a reduction in time spent managing these services.

PROPOSAL 1: AN OPERATIONS STRUCTURE LED BY A SINGLE MANAGER OPERATIONS ACROSS BOTH PHC & SAPHS. It is proposed to reduce duplication and address service gaps across the Directorate consideration be given to the development of a singular Operations Structure led by one Manager Operations across PHC and SAPHS at a MAS 3 level be created.

The role will provide expert strategic advice and assistance to the Executive Director PHC & SAPHS and Managers across both services.

The Manager Operations PHC and SAPHS will be responsible for the efficient and effective delivery of services across both PHC and SAPHS, deliver business reform and provide specialist business analysis advice and reporting to senior management and Executive on trends and risks and provide support and advice on complex matters.

A singular service-wide operational structure will provide opportunities to more clearly define the roles and responsibilities for the service as a whole and the individual positions within it. The new structure will enable clearer delineation between the operational management, medical and nursing responsibilities across both services.

These changes are consistent with the current transition to the ‘single service, multiple sites’ and align with initiatives already underway to move toward a model of operational governance.



23/03/2015 Version: 3

of 14

13. BUSINESS SYSTEMS STRUCTURE Currently two Manager Business Systems positions exist at an AS07 level across both PHC and SAPHS. One (PHC) is an ongoing position and the other (SAPHS) is a contract arrangement and previously (up to 0.2 fte) additional support was provided in an unfunded arrangement from SA Dental Services to complement the SAPHS function.

Both PHC & SAPHS Manager Business Systems positions provide leadership for the development, implementation and management of the business systems structures and work as part of PHC and SAPHS Executive teams in line with the strategic and operational needs of the Services.

Both PHC and SAPHS Manager Business Systems report through to the Executive Director PHC & SAPHS.

Recent changes to service structures in Primary Health Care enable a reduction in time spent managing these services.

PROPOSAL 2. – A BUSINESS SYSTEMS STRUCTURE LED BY A SINGLE MANAGER BUSINESS SYSTEMS ACROSS BOTH PHC & SAPHS. It is proposed to reduce duplication and address service gaps across the Directorate that consideration be given to the development of a consolidated Business Systems structure across both SAPHS and PHC led by one Manager Business Systems at a MAS3 level be created. The Manager Business Systems will be responsible for the effective management and control of PHC and SAPHS’s business systems. This includes the provision of business analysis, advice and support to the Executive Director and Leadership team to enable the achievement of client care and business objectives across the Directorate. The role will also support PHC and SAPHS in the achievement of relevant key performance indicators and strategic and operational deliverables. This will involve support, advice and assistance in relation to business and operational functions including service delivery, staff, budget, facilities and equipment/assets, ICT/Information Systems, risk management, WHS and quality and safety. A singular service-wide Business Systems structure will provide opportunities to more clearly define the roles and responsibilities for the service as a whole and the individual positions within it. The new structure will remove the existing situation where each service operates independently of each other and work towards linking the Directorate as a whole back to CALHN’s corporate and business frameworks.



23/03/2015 Version: 3

of 14

14. MEDICAL SERVICES STRUCTURE Currently there is one temporary single lead Medical Director position covering an immediate need across SAPHS. Functional areas not currently covered across both PHC and SAPHS include:

Line management and responsibility for medical staff

Quality and safety

Budget

Facilities and Equipment/assets

Risk management

Work Health and Safety

The SAPHS Medical Director reports operationally to the Executive Director, PHC and SAPHS and professionally to the Executive Director, Medical Services CALHN for the achievement of relevant key performance indicators and operational deliverables. These include operational service delivery, line management responsibility for medical staff, quality and safety, budget, facilities and equipment/assets, risk management and Worker Health and Safety.

The SAPHS Medical Director also provides high level clinical leadership and advice that contributes to service planning, service delivery and improvement of SAPHS and Central Adelaide LHN.

PROPOSAL 3. – A MEDICAL STRUCTURE LED BY A SINGLE MEDICAL DIRECTOR ACROSS BOTH PHC AND SAPHS. It is proposed to reduce service and supervision gaps across the Directorate that consideration be given to a consolidated Medical Services structure across both SAPHS and PHC led by one Medical Director position at a MDGO28G level be created. It is proposed that a Medical Director position be established to work across both PHC and SAPHS to provide high level clinical leadership and advice that contributes to service planning, management of clinical staff and services and clinical governance requirements to meet Central Adelaide LHN and SA Health requirements and community expectations. The Medical Director PHC and SAPHS will work across both Primary Health Care and SA Prison Health Services and will provide strong clinical leadership and continue with clinical governance requirements to assure effective governance and high quality services that meet SA Health and Central Adelaide LHN requirements and community expectations. Without this position PHC & SAPHS cannot provide clinical leadership nor maintain its current operational service function across its medical services.

operations/medical/ business systems structures proposal€¦ · positions directly impacted by the...

Documents