Job Descriptions

WRITING A NEW JOB DESCRIPTION

• When writing a new job description, please start with the template that senior leadership has provided for that job description and use Word to edit it. 
  
  (If a template does not exist, please start with the blank form on this page and have the job description reviewed by both your Division Director and Human Resources.)

  • Leave standard wording as is.

  • Make adjustments needed (refer to "Job Description Master Template" section below).

MAINTAINING EXISTING JOB DESCRIPTIONS

• Please ensure any job descriptions you maintain match the job description template  that senior leadership has provided for that job description.

• Any time a template is updated, all job descriptions based on that template must be updated accordingly.

ON ALL JOB DESCRIPTIONS

• NEVER change essential functions on job description templates; discuss with your Division Director and Human Resources if these must change.

• Email the Word version to hr@nkyhealth.org any time a job description is created or updated.

NOTE: If assigned by your Division Director, you may be responsible for maintaining job description templates in addition to individual job descriptions.  

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.

Any job description templates you maintain must always match the master job descripton template. Please check for:

• Standard wording

• Branding

• Formatting

• Revision dates

To update a job description template, follow these steps:

1. Track changes in Word.

2. Ensure the template matchs the master job description template.

3. Email the Word version to hr@nkyhealth.org to review and upload.

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

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) - Lname Fname m-d-yyyy

1Lname = the employee’s last name; please use an initial capital followed by lowercase letters.

2Fname = the employee’s first name; please use an initial capital followed by lowercase letters.

3yyyy = the year in which the evaluation was conducted; please use 4 digits.

4m-d-yyyy = the date the document was signed; please separate the month, day, and year with dashes and do not add 0s.

5Spec = the title on the employee’s class specification (e.g.: Clinic Supervisor II).

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. 

3/24/2025

• Replaced Job Description Master Template.

• Updated instructions to match new template.

6/17/2024

Added information about PHI Categories6/8/2023

• Added Revision Log

2/2/2024

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

7/1/2023

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