Job Descriptions

1. When writing a new job description, please use the template for that job description and use Word to edit it.  If a template does not exist, please start with the blank template.  When updating an existing job description, please ensure the branding is up-to-date.

2. NEVER change essential functions; discuss with Human Resources if these must change.

3. Leave standard wording as is (especially tasks and standards associated the last two essential functions).

4. The Personnel Board advised that standards (last column) should be worded as passive tense, meaning that many of these changed.  Changes have been made on templates but individual job descriptions may be changed as they are updated and/or vacant positions are filled instead of making active to passive a "priority project." 

5. Mark anything that is unique to a specific employee in a different font. 

6. Send the Word version to hr@nkyhealth.org any time a job description is updated.

7. If assigned by their Division Director, supervisors may be responsible for maintaining job description templates in addition to individual Job Descriptions.  Supervisors must ensure their job descriptions match the template or update the job description template.

8. When a template is updated, all job descriptions based on that template must be updated accordingly.

Senior leadership is responsible for writing/updating job description templates for job classifications that have more than one staff assigned.  (For example: Clinic RN but not Director of Clinical Services.)  They often delegate this task to others in their division who are more intimately familiar with the job.

A leader may approve job description templates for job classifications "fully owned" by their division/work unit without approval from other leadership.  Otherwise, they must collaborate with other leaders who also employ staff in the same job classification.

To update a job description template, follow these steps:

1. Track changes in Word.

2. Ensure standard wording matches HR's job description template  (especially tasks and standards associated the last two essential functions).

3. Ensure standards (last column) are worded as passive tense (as per the Personnel Board's advice.) 

4. Send the Word version to hr@nkyhealth.org to review and upload.

5. Ensure that supervisors change all job descriptions for incumbents assigned to the job classification to match the revised template. 

Effective 11/17/2017, the logo, disclaimer line at the bottom, and template revision date changed when the branding was updated.  

Supervisors are responsible for making these changes on all job descriptions they maintain. Division Directors are responsible for making these changes on all job description templates for their divisions.  

Please see the "NKY Health JD Template BRANDING TO CHECK" below for highlighted sections to check for correct branding. Please use the "NKY Health JD TEMPLATE" to cut-and-paste updates needed or to start writing a new job description.

(Logo size is .62h x 3.15w; Font for disclaimer is Arial 6.5 pt)

For the signed .PDF version:  Lname, Fname YYYY Job Description m-d-yyyy.pdf

For the Word version (only send if it's different from the template:)  NKY Health JD Title (Program) m-d-yyyy - Lname Fname

Clinical Authorization – Physicians, nurses, and other health professionals may access any information contained in a patient’s records (other than information that has been restricted by the patient’s physician) for the purpose of treating the patient, including consulting with other professionals concerning the patient’s treatment.

Office/Clerical Authorization – Office staff responsible for preparing and submitting claims and processing payment information may access any information contained in a patient’s records needed to meet requirements for submission and adjudication of a claim for services.

Administrative Authorization – Members of the provider’s management may access any information contained in patient records when required for the purpose of supervising staff or complying with licensing and other regulatory requirements.

IT Management Authorization – Staff responsible for managing the provider’s information resources may access information needed to configure security features of computer hardware and software. Examples include establishing user passwords and setting permissions to access data or configure hardware and software.

Limited Authorization – Staff responsible for responding to a public health emergency who does not routinely need access to PHI but will during a public health emergency. 

Training on NKY Health's Class Specifications and Job Descriptions was conducted on 9/25/2013. Click here to access the training.

6/8/2023

• Added Revision Log

7/1/2023

• Updated Job Description form and templates to include new Vision, Mission, and Core Values

2/2/2024

• Added instruction about adding performance metrics to Job Description template.

6/17/2024

• Added information about PHI Categories