Medical Legal Coordinator

Relationship

The Medical Legal Coordinator has a reporting relationship to the Complaints Manager and General Services Manager or other nominated manager.

Key Working Relationships

The post holder will work closely with the Complaints Manager, General Services Manager and Hospital Manager. The post holder will engage with:

• The State Claims Agency

• Executive & Senior Management Teams

• Clinical Director

• Directors of Nursing and Midwifery

• Consultants

• Departments Heads

• Legal teams

• SLGH staff

Purpose of the Post

Maintain a database of all medical negligence, public and employers’ liability claims relating to the Hospital.

To seek and co-ordinate legal advice as may be requested from time to time on behalf of management and other personnel.

Attendance of Insurance Review meetings in relation to outstanding portfolio of claims and having a proactive input to same.

Maintenance and updating of appropriate administrative systems for Claims Management.

Liaising with the Hospital Manager, Hospital Consultants, Hospital Insurers and Solicitors.

Demonstrate pro-active commitment to all communications with internal and external stakeholders.

Principal Duties and Responsibilities

The principal duties and responsibilities of the Medical Legal Coordinator shall be as follows:

Hospital Claims:

• Ensure the State Claims Agency are notified of all potential and actual litigation against the hospital.

• Manage all third party enquires and issues arising thereof including ongoing liaison with nominated Solicitors and Hospital Insurers.

• Act as a liaison between the Clinical Indemnity Scheme and Risk Management Department for the management of medico-legal claims.

• Act as a liaison between the Hospital Solicitor and the Risk Management Department for the management of legal claims and general legal enquires.

• To undertake to communicate to Clinicians involved in upcoming litigation any notification of a case referred to the State Claims Agency.

• Ensure the timely collation and submission of relevant records/documentation in electronic and hard copy format required by the States Claims Agency representing the interests of the hospital and its Clinicians in Medical Ligation Cases. This process also applies to the Public Liability and Non-clinical claims and Coroner’s inquests.

• Review the healthcare record of patients involved in litigation and identify the Primary Clinicians involved in the care of the patient during the relevant time period in line with General Data Protection Regulation and Data Protection Act 2018.

• Responsible for obtaining statements from Clinicians as required by the States Claims Agency and their representatives in the course of their investigation into claims.

• To organise and attend meetings at the request of the State Claims Agency and the appointed solicitors for the organisation. Ensuring all relevant witness’ are in attendance enabling liability and causation in claims to be fully investigated.

• Liaise on an on-going basis with the Risk Manager regarding legal and risk management issues.

• To attend at court hearings/inquests at the request of the nominated Solicitors/State Claims Agency. Present any requested records / relevant documents to court ensuring compliance with GDPR and Data Protection Act 2018 and liaise with Solicitors/Insurers on the hospital’s behalf.

• Organise and attend meetings (in person or via Teams) with the Hospital Manager, Risk Manager and State Claims Agency on a regular basis.

• Ensuring timely review and updates on the general status of claims are provided.

• Ensure that the Hospital Manager has all relevant material available to them to allow informed decisions in approving or amending a draft defence, other documentation and responses.

• Assist the Hospital Manager in ensuring all Affidavits prepared, reviewed and are sworn within the required time frame. Escalating and marking as priority any urgent legal documents that require consideration.

• Assist the Hospital Manager in ensuring that all legal obligations are met regarding the provision of all documents, in electronic or hard copy format requested by Court Order or by a Voluntary Discovery request.

• To inform the Hospital Manager in a timely manner of any notification from the State Claims Agency of the risk of negative publicity for the hospital and Integrated Health Area.

• To notify the Hospital Manager and relevant stakeholders of the outcome of claims.

• To notify the Hospital Manager and relevant clinicians of any recommendations made at Coroners inquests.

• To provide clarification in relation to hospital Policies /Procedures and Guidelines during proceedings if required.

• To ensure appropriate training is provided to clinicians and non – clinicians by members of the State Claims Agency or their representatives.

• To support all staff involved in the claims process.

• Maintain a database of all medical negligence, public and employers’ liability claims relating to the Hospital.

• Maintenance and updating of appropriate administrative systems for Claims Management.

• Participate in the implementation and management of any new electronic Quality & Patient Safety reporting system in the future.

• Provide monthly, quarterly and annual statistics to the Hospital Manager and Executive Management Team.

• Demonstrate pro-active commitment to all communications with internal and external stakeholders.

• Work closely with the hospitals Freedom of Information & Data Protection Decision Makers in the collation of all relevant data.

• Work closely with Healthcare Records Manager to access Medical Records.

• Work closely with the Risk Manager on Incident reports and advise the Quality Manager to allow proactive action.

• Work closely with Hospital Manager’s Office in relation to access to CCTV images and recordings as required.

• Education and training of Staff.

• To deputise for the Complaints Manager when required, with regard to Complaint Management, Freedom of Information (FOI) requests, and Subject Access Requests (SARs) within the Consumer Affairs Office.

Administration:

• Ensure the efficient administration of area of responsibility.

• Appropriately delegate responsibility and authority.

• Ensure deadlines are met and that service levels are maintained.

• Ensure all HSE policies/procedures and guidelines are adhered to.

• Ensure mandatory training requirements are met and safety statements are updated and completed with.

• Make appropriate use of technology to advance the quality and efficiency of service provision.

• Maintain relationships with key stakeholders.

• Promote co-operation and working in harmony with other teams and disciplines.

• Ensure decisions are made in line with local and national agreements.

• Provide administration support for meetings and attend as required.

• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable low carbon and efficient health service.

Human Resources / Supervision of Staff:

• Supervise and ensure the well-bring of staff, enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority.

• Co‐ordinate, monitor and review the work of clerical/administrative staff.

• Manage workflow assignments to ensure optimal use of skill sets and resources and keep in touch with workloads of staff members to gauge levels of wellbeing and morale in the team.

• Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

• Conduct regular staff meetings to keep staff informed and to hear views.

• Manage the performance of staff, dealing with underperformance & absenteeism in a timely and constructive manner.

• Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines.

• Solve problems and ensure decisions are in line with local and national agreements.

• Identify and agree training and development needs of team and design plan to meet needs.

• Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge.

Service Delivery and Service Improvement:

• Promote and participate in the implementation and management of change.

• Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery, in line with legislation and benchmarking against best practice structures.

• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work.

• Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes.

• Encourage and support staff through change processes.

Standards, Regulations, Policies, Procedures & Legislation:

• Ensure accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility.

• Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility.

• Effectively discharge the day-to-day operations, including compliance with HSE Financial regulations and all HSE policies and procedures.

• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team.

• Maintain own knowledge of relevant regulations and legislation e.g. HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR.

• Adequately identifies, assesses, manages and monitors risk within their area of responsibility.

• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards.

• Pursue continuous professional development in order to develop management expertise and professional knowledge.

• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Eligibility Criteria

Qualifications and/or Experience

Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish (See Note 1). Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

Note 1: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established Programme or the Leaving Certificate Vocational Programme. The Leaving Certificate Applied Programme does not fulfil the eligibility criteria.

And

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Candidates for and any person holding the office must be of good character.

Post Specific Requirements

Each candidate must, at the latest date for receipt of completed application form for the post, possess the following as relevant to the role:

• Have working knowledge of HSE Incident Management Framework, Health Information and Quality Authority (HIQA) Standards, Data Protection regulations, National Open Disclosure policy, Civil Liability Act and Patient Safety Act.

• Have satisfactory experience of working within a multidisciplinary team and experience of working with internal and external stakeholders.

• Experience in managing clinical negligence, public liability, and employer liability claims within a healthcare setting.

Other Requirements Specific to the Post

• Access to appropriate transport to fulfil the requirement of the role as post may involve travel.

Skills, Competencies and/or Knowledge

Professional Knowledge & Experience

Demonstrate:

• A working knowledge of medico-legal claims management processes.

• A working knowledge of the Patient Safety Act.

• A working knowledge of the HSE National Open Disclosure Policy.

• A working knowledge of the Civil Liability Act.

• A working knowledge of relevant HSE National HR Policies and Procedures.

• A working knowledge of GDPR and Freedom of Information (FOI) regulations.

• A working knowledge of the HSE Incident Management Framework.

• A working knowledge of Health Information and Quality Authority (HIQA) Standards.

• Knowledge and understanding of implementing effective and efficient business management systems and services.

• Knowledge and understanding of data analysis, compilation, and report production relevant to the role.

Planning and Managing Resources

• Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met.

• The ability to manage deadlines and effectively handle multiple tasks.

• The ability to manage within allocated resources and a capacity to respond to changes in a plan.

• Maintains an awareness of value for money.

Commitment to a Quality Service

• Demonstrate an awareness and appreciation of the service user and a strong commitment to providing a quality service.

• Embraces and promotes the change agenda; demonstrates flexibility and initiative including the ability to adapt to and implement change.

• Supports team through service improvement/change processes.

Team Working

• Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit.

• Demonstrate leadership potential, the ability to manage the performance of others and support staff development.

• Works as part of the team to establish a shared sense of purpose and unity.

Communications & Interpersonal Skills

• Demonstrate excellent communication and interpersonal skills including the ability to present (verbal & written) information in a clear and concise manner.

• Demonstrate the ability to influence people and events and the ability to build and maintain relationships with a variety of stakeholders.

• Treats others with dignity and respect.

Tenure

The current vacancy available is permanent and whole time. The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Working Week

The standard weekly working hours of attendance for your grade are 35 hours per week. Your normal weekly working hours are 35 hours. Contracted hours that are less than the standard weekly working hours for your grade will be paid pro rata to the full time equivalent.

Remuneration

The salary scale for the post as of 01/08/2025 is:

€51,718 - €53,265 - €54,843 - €56,456 - €58,078 - €59,969 - €61,866 LSIs