COMPETENCY-BASED JOB DESCRIPTION ADMINISTRATIVE …

COMPETENCY-BASED JOB DESCRIPTION ADMINISTRATIVE GUIDE

University of Medicine & Dentistry of New Jersey

Department of Human Resources Compensation Services

"Transforming the Delivery of Human Resources" August 2012 (Updated)

TABLE OF CONTENTS

Competency-Based Overview

Page 3

Competency-Based Job Description Template (With Basic Instructions)

Page 4

Competency-Based Job Description Instructions (With Detailed Instructions)

Page 6

Next Steps . . . Competency Validation Process

Page 9

Addendum

Page 10

The Joint Commission (TJC) ? Human Resources Standards

American Disabilities Act ADA Physical Demands Documentation Check Off List ADA Work Environment Documentation Check Off List

Competency-Based Job Description Samples Clinical ? Supervising Advanced Practice Nurse Non-Clinical ? Data Control Clerk I

Joint Commission on Accreditation of Healthcare Organizations Setting the Standard for Quality in Health Care Brochure

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OVERVIEW

The Competency-Based Job Description Administrative Guide provides step-by-step instructions for completing a Competency-Based Job Description. Job descriptions serve as the foundation of a quality competency program and provide the starting point for this process. While often considered a tedious task, a well-researched and written job description serves as the basis of control in the hiring and performance evaluation processes. It should be used to guide the orientation process. The Joint Commission requires hospitals to have a process to ensure that a person's qualifications are consistent with their responsibilities. This requirement is directed at staff and students and includes volunteers that work in the same capacity as staff that provide patient care, treatment, and services. Job descriptions that are competency-based are the cornerstone in meeting these expectations. Leaders of the organization are expected to define the required competence and qualifications of staff. 1

Developing a Competency-Based Job Description is the first basic step to competency validation. A Competency-Based Job Description should include the primary responsibilities/essential duties of the job, qualifications, primary source verification and patient populations to whom care is to be delivered (if applicable) must be defined clearly in the job description as well as physical demands, work environment and other duties as assigned.1

The Joint Commission defines Competency as the demonstrated ability to carry out the primary responsibilities of the job. The primary responsibilities of the job should be indicated in the "essential duties and responsibilities section" of the job description. Competency-Based validation ensures each employee possesses the skills identified in the job description and adequately performs the essential duties.

Compliance with these guidelines and other regulations affecting employers ensures that we have addressed The Joint Commission and should any ADA issue arise.

Organization's Responsibility Organizations must assess all staffs', students' and volunteers' ability to meet performance expectations as stated in the job description. Competency validation at the time of hire is a process of ensuring that an individual is qualified to enter the worksite. It is incumbent on the organization to ensure that he or she meets the qualifications stated in the job description.

Competency Assessment Compliance Tip: Avoiding The Joint Commission citations in the area of competency assessment begins with the job description itself, which should clearly delineate the qualifications for the job.2

See Addendum containing The Joint Commission's Human Resources Standards, for ADA compliance - Physical Demands and Work Environment Check Off Lists, and The Joint Commission on Accreditation of Healthcare Organizations - Setting the Standard for Quality in Health Care Booklet.

Contacts:

Donna H. Wlodarski, Compensation Services Specialist at 973-972-2452 ? Primary Point of Contact for Competency-Based Job Descriptions

Doreen J. Pringle, Senior Compensation Services Associate at 732-235-9411 for New Brunswick/Piscataway/Scotch Plains/Stratford/Camden Campuses

Delzal B. Moss, Director of Compensation and Benefits Services at 973-972-4845

Need to know more about Compensation?? We encourage you to visit our new, innovative website designed to meet all of your Compensation needs at: umdnj.edu/hrweb/tools.

"Our goal is to provide you with excellent customer service to meet the needs of your organization."

1 Competency Assessment: A Practical Guide to the JCAHO Standards, Second Edition, page 39.

2 Competency Assessment: A Practical Guide to the JCAHO Standards, Second Edition, page 21.

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Competency-Based Job Description

Template

Go to Competency-Based Job Description Template.

University of Medicine and Dentistry of New Jersey Competency-Based Job Description

Job Title: Department: Division/Section: Operating Unit: Reports To: Approved By: Approved Date:

Fill In UMDNJ Job Title Fill In Department Fill In Division/Section If Applicable University Hospital Fill In UMDNJ Title That This Position Reports To Final Job Descriptions Must Be Approved by Compensation Services ? Human Resources

Date Job Description is Approved by Compensation Services

MISSION STATEMENT: "To improve the quality of life for all those we touch through excellence in patient care, education, research and community service."

SUMMARY (Basic purpose of the job): The primary purpose of the Fill in UMDNJ Job Title position is to

Age/Patient Population(s) Served Double Click on Box(es) for Your Selection; Select Checked; Click OK for All that Apply

AGE/PATIENT POPULATION(S) SERVED KEY

Age of Patient Population Served

Population

Neonate (birth - 28 days)

Bariatric Patients: BMI greater than 40, or greater

Infant (29 days ? less than 1 year)

than 35 with weight related comorbidities

Pediatric (1 - 12 yrs)

Patient with exceptional communication needs

Adolescent (13 ? 17 yrs)

Patient with developmental delays

Adult (18 ? 64 yrs)

Patient at the end of life

Geriatric (65 yrs & older)

Patient under isolation precautions

Nonage Specific Task (N/A)

All Populations

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. (List Essential Duty Responsibility Statements.) Core Competency is the demonstrated ability to carry out the primary responsibilities of the job which should be reflected in the essential duties section of the job description.

1.

2.

3.

4.

5.

6.

7.

8. Performs other related duties as assigned.

4

UNIVERSITY CORPORATE COMPLIANCE RESPONSIBILITIES (Make Appropriate Selections from the Following and List as Part of the Essential Duties and Responsibilities.)

Understands and adheres to UMDNJ's compliance standards as they appear in UMDNJ's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. (To be included in all job descriptions.)

Keeps abreast of all pertinent federal, state and UMDNJ regulations, laws, and policies as they presently exist and as they change or are modified. (To be included in all professional, supervisory and managerial job descriptions.)

Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs. (To be included in all supervisory and managerial job descriptions.)

JOB REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Credential Required: (Specify for Clinical Positions) - Primary Source Verification: (Specify for Clinical Positions)

(Specify Significant Physical Demands and Work Environment Conditions in the Job Requirements Section. Keep copies of the ADA Physical Demands and Work Environment Documentation Check Off Lists in your files. PHYSICAL DEMANDS: WORK ENVIRONMENT:

EMPLOYEE ACKNOWLEDGEMENT

I, __________________________________________________________________, Acknowledge Review of This Job Description. (Employee's Name - PRINT Name)

____________________________________________________________________

Employee's Signature

Date: __________________________

____________________________________________________________________

Supervisor's Signature

Date: ___________________________

This form is available on the CompToolKit as either a Microsoft Word document or pdf file (PDF files can be read/printed with Acrobat Reader). The Competency-Based Job Description should be submitted electronically using this Template.

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Competency-Based Job Description Instructions

I. Job Title: Department: Division/Section: Operating Unit: Reports To: Approved By: Approved Date:

Fill In UMDNJ Job Title Fill In Department Fill In Division/Section if Applicable University Hospital Fill In UMDNJ Title That This Position Reports To Final Job Descriptions must be approved by Compensation Services ? Human Resources

Date Job Description is Approved by Compensation Services

II.

MISSION STATEMENT

(Specific to each Operating Unit ? University Hospital's Mission Statement is already on Template)

III.

SUMMARY

(Briefly, state the overall job responsibilities in fifty (50) words or less. Refer to the generic job description library for suggested language. Differentiate this job from others in the department. Focus on the central purpose of the job using action verbs such as provides, performs, researches, coordinates and plans. Age/Patient Population(s) Served statements that are specific to the patients receiving care must be included within the job summary of the position.) Feel free to contact Compensation Services if you need examples that are not on the CompToolKit.

IV.

AGE/PATIENT POPULATION(S) SERVED DEFINITION

This section should be included in all patient-care job descriptions if appropriate. Identification of the population and ages served within the job description offers the new employee the opportunity to assess his/her skills and desire to work with the age and population defined. Competency as it relates to various age-specific components of assessing, evaluating, treating, and providing care to patients is The Joint Commission's expectation. Select the appropriate age related or population related code. There may be more than one code in the Key that you select. Be inclusive of all populations served in your Key selection. The Age/Patient Population Served Key corresponds with the Competency-Based Template's Key. Place an "X" in the box(es) for all that apply.

Example I: C ? Pediatric (1-12 yrs) Example II: M ? All Populations)

Age/Patient Population(s) Served Double Click on Box(es) for Your Selection; Select Checked; Click OK for All that Apply

AGE/PATIENT POPULATION(S) SERVED KEY

Age of Patient Population Served

Population

Neonate (birth - 28 days)

Bariatric Patients: BMI greater than 40, or greater

Infant (29 days ? less than 1 year)

than 35 with weight related comorbidities

Pediatric (1 - 12 yrs)

Patient with exceptional communication needs

Adolescent (13 ? 17 yrs)

Patient with developmental delays

Adult (18 ? 64 yrs)

Patient at the end of life

Geriatric (65 yrs & older)

Patient under isolation precautions

Nonage Specific Task (N/A)

All Populations

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V.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(List the top eight (8) or ten (10) critical duties in order of importance and frequency that must be performed by the incumbent. When considering these critical duties, focus on what must be accomplished within the department. Duties performed less frequently should be included towards the end of the list.) These should be the essential duties that are required in order for the employee to perform the task satisfactorily.

Integrate responsibility and expected practice. Define those tasks that are necessary to the fulfillment of the position. Talk with employees that are currently serving in the role to ensure the job description and requirements match the actual job.3

VI.

PERFORMS OTHER RELATED DUTIES AS ASSIGNED

Establish the premise that the job`s essential duties list is not all inclusive, and other functions may be added dependent upon certain situations. Include expectations such as committee membership, required education/classes, and preceptorship as appropriate.

VII.

ADA COMPLIANCE

1. Essential Duties of a Position: The essential duties of a position are defined by ADA as job duties that are so fundamental to the position that the individual cannot do the job without being able to perform them. A function is considered to be essential if the performance of this function is the reason the job exists, there are a limited number of other employees who could perform the function, or if the function is specialized and the incumbent is hired on the basis of his or her skill/ability to perform the function.

2. Employer's Judgment: ADA gives consideration to the employer's judgment as to what functions of a position are essential. A written job description is considered evidence of the essential duties of the position and should be developed before advertising or interviewing applicants for the position.

3. Reasonable Accommodation: ADA requires employers to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment unless this would cause an undue hardship. The employee still has his or her responsibility to be able to perform the essential duties of the position. "Undue Hardship" means significant difficulty or expertise would be incurred and focuses on the resources and overall circumstances of the employer in terms of the cost or difficulty in providing a specific accommodation.

VII.

CORPORATE COMPLIANCE RESPONSIBILITIES

(Must be on All Job Descriptions; make appropriate selections from the following and list as part of the Essential Duties and Responsibilities.)

Understands and adheres to UMDNJ's compliance standards as they appear in UMDNJ's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. (To be included in all job descriptions.)

Keeps abreast of all pertinent federal, state and UMDNJ regulations, laws, and policies as they presently exist and as they change or are modified. (To be included in all professional, supervisory and managerial job descriptions.)

Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs. (To be included in all supervisory and managerial job descriptions.)

VIII.

JOB REQUIREMENTS

Indicate the Minimum Requirements to Perform the Essential Duties of the Position in this section. (Indicate Minimum Education and/or Experience; Legal Compliance for Clinical Positions, any significant Physical Demands specifics or Work Environment Conditions in this section.) Consider the specific knowledge, skills and abilities required to perform the essential duties successfully. Relate each required qualification such as education and/or experience, computer application skills and communication skills, to the job and not the previous incumbent. Work Environment conditions impacting the job should be typed in the Template. The job requirements section of the job description consists of the following three categories. Fill in the appropriate information in this section.

3 Competency Assessment: A Practical Guide to the JCAHO Standards, Second Edition, page 40-41.

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JOB REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.

EDUCATION and/or EXPERIENCE/QUALIFICATIONS

(Refer to the Human Resources Compensation Services CompToolKit for Assistance.) The qualifications should be consistent with the employee's job responsibilities.)4

2.

LEGAL COMPLIANCE FOR CLINICAL POSITIONS

Required for employees who occupy a clinical position to ensure the Legal requirements of the position are specified as well as Compliance with Joint Commission's regulations and HR standards.

Credential requirements and Primary Source Verification should be indicated in the job requirements section of the job description and is important for The Joint Commission Compliance. The department head is responsible for defining the required qualifications and ensuring legal compliance in terms of credentials and updating requirements with Compensation Services when the regulations change. Current credentials are required for all practitioners requiring a license, certification or registration to perform their job responsibilities. When current licensure, certification, or registration is required by law or regulation to practice a profession, it is the responsibility of the hospital's leadership to verify these credentials with the primary source at the time of hire and upon expiration of the credentials.*5 All operating units who employ licensed, registered or certified professionals are responsible for verifying these credentials through primary source verification (certifying agencies) in accordance with state & other regulating agency's regulations. Job requirements for these clinical positions must indicate the "specific current and active licensure, registration or certification" required "which must be maintained in good standing." The practitioner will be responsible for maintaining the credential indicated in the requirements of the position, with the issuing/certifying agency. The operational unit is responsible for monitoring expiration dates and requesting a written "primary source" verification with the above stated agency no later than the expiration date of last primary source verification performed. "Healthcare professionals" include individuals licensed or authorized to practice a healthcare profession regulated by DCA (Division of Consumer Affairs) and other professional and occupational licensing boards including physicians; podiatrists; nurses; pharmacists; physical, occupational and respiratory therapists; nurses aids and personal assistants; psychologists; psychoanalysts; social workers; speech and language pathologists; optometrists; opticians; dentists; orthotics and prosthetic providers; marriage and family therapists; veterinarians and chiropractors; and acupuncturists. When the hospital requires current licensure, certification, or registration that are not required by law or regulation, the hospital should verify the credential at the time of hire and upon expiration of the credential. The Director of Regulatory Affairs should be consulted with as required.

PRIMARY SOURCE VERIFICATION and CREDENTIALS REQUIRED MUST BE INCLUDED IN THE JOB REQUIREMENTS SECTION OF THE JOB DESCRIPTION IF APPLICABLE:

IE.

- Credential Required: Licensed as a Registered Nurse

- Primary Source Verification: N.J. Division of Consumer Affairs, Board of Nursing

3.

PHYSICAL DEMANDS

Physical Demands required to perform the Essential Duties of the Position. (The requirements of the job description should denote physical demands

for ADA Compliance that would affect the ability to perform the job. Specify Physical Demands that may affect job performance in the requirements

section of the job description. (See Physical Demands Addendum).

WORK ENVIRONMENT Specify Significant Work Environment conditions in the job requirements. Keep copies of the ADA Physical Demands and Work Environment Documentation Check Off Lists in your files.

IX.

EMPLOYEE ACKNOWLEDGEMENT

Employee acknowledgement is required for all Operating Units who have The Joint Commission Review for Accreditation. Employee must acknowledge receipt of his/her job description and a copy must be given to the employee. Supervisors are responsible for maintaining a signed copy for their records. When job descriptions are revised and approved by Compensation Services, a copy also must be given to the employee and acknowledged.

I, __________________________________________________________________, Acknowledge Review of This Job Description. (Employee's Name - PRINT Name)

____________________________________________________________________

Employee's Signature

Date: __________________________

____________________________________________________________________

Supervisor's Signature

Date: ___________________________

4 Comprehensive Accreditation Manual for Hospitals: The Official Handbook Update 2, May 2005, page HR-2.

* Effective January 1, 2006 5 Comprehensive Accreditation Manual for Hospitals: The Official Handbook Update 2, May 2005, page HR-7.

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