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Taranaki District Health Board

ACTS ADMINISTERED

The Taranaki District Health Board (TDHB) was established by section 19 of the New Zealand Public Health and Disability Act 2000.

FUNCTIONS AND RESPONSIBILITIES

In accordance with section 23(1) of the New Zealand Public Health and Disability Act 2000, the functions of the Taranaki District Health Board are as follows:

  1. To ensure the provision of services for its resident population and for other people as specified in its Crown Funding Agreement.
  2. To actively investigate, facilitate, sponsor and develop co-operative and collaborative arrangements with persons in the health and disability sector or in any other sector to improve, promote and protect the health of people and to promote the inclusion and participation in society and independence of people with disabilities.
  3. To issue relevant information to the relevant population, persons in the health and disability sector, and persons in any other sector working to improve, promote and protect the health of people for the purposes of (a) and (b) above.
  4. To establish and maintain processes to enable Maori to participate in and contribute to strategies for Maori health improvement.
  5. To continue to foster the development of Maori capacity for participating in the health and disability sector and for providing for the needs of Maori.
  6. To provide relevant information to Maori for the purposes of (d) and (e) above.
  7. To regularly investigate, assess and monitor the health status of its resident population, any factors that the TDHB believes may adversely affect the health status of that population and the needs of that population for services.
  8. To promote the reduction of adverse social and environmental effects on the health of older people and communities.
  9. To monitor the delivery and performance of services by it and by persons engaged by it to provide or arrange for the provision of services.
  10. To participate, where appropriate, in the training of health professionals and other workers in the health and disability sector.
  11. To provide information to the Minister for the purposes of policy development, planning and monitoring in relation to the performance of the TDHB and to the health and disability support needs of New Zealanders.
  12. To provide or arrange for the provision of services on behalf of the Crown or any Crown entity within the meaning of the Public Finance Act 1989.
  13. To collaborate with pre-schools and schools within Taranaki’s geographical area on the fostering of health promotion and on disease prevention programmes.
  14. To perform any other functions it is for the time being given by or under any enactment or authorised to perform by the Minister of Health by written notice to the Board of TDHB after consultation with it.

Board and Board Committees

Board of TDHB Functions and Responsibilities
The Board of Taranaki District Health Board has all powers necessary for the governance and management of the TDHB. The Board of the TDHB is responsible for ensuring that the best possible health and disability outcomes are achieved in the Taranaki region. The Board of the TDHB works constructively with the Chief Executive and management to deliver improved health and disability outcomes to the community.

When acting in their official capacity, a Board Member must act:

  • In good faith; and
  • With reasonable care, diligence and skill; and
  • With honesty and integrity; and
  • In accordance with the Code of Conduct.

Collectively, Board members have a duty to ensure that the TDHB and any subsidiaries act:

  • In a manner consistent wit the purposes and objectives of the New Zealand Public Health and Disability Act 2000
  • In a manner consistent with the TDHB’s strategic plan, annual plan, statement of intent and any Ministerial directions
  • In an efficient and effective manner that reflects the spirit of service to the public
  • With regard to the interests of creditors of the TDHB and endeavour to ensure that the DHB operates in a financially responsible manner.

The focus of the Board is on governance and policy issues, particularly the making of the delegation’s policy. In order to implement policy, the Board must delegate to the Chief Executive the power to make decisions on management matters on such terms and conditions as is appropriate. The following documents provide the framework for the governance of the District Health Board:

  • Delegations of Authority
  • Code of Ethics
  • Code of Conduct
  • Standing Orders
  • Conflicts of Interest Policy
  • Advisory Committee Terms of Reference.

The Taranaki District Health Board is responsible for:

  • Approving the governance framework and its constituent documents
  • The development and approval of a job description for the Chief Executive
  • Developing performance objective measures and standards for evaluating the performance of the Chief Executive
  • Developing an appropriate contract and remuneration package for the Chief Executive
  • Developiong and approving the Vision, Mission and Values of the TDHB
  • Approving the process for the development of the District Strategic Plan
  • Approving the District Strategic Plan
  • Approving the District Annual Plan
  • Approving the draft operating and capital budgets for the TDHB
  • Approving the Funding Agreement between the Government and the TDHB
  • Approving the TDHB Statement of Intent
  • Approving various strategies and strategic direction of the Board’s operations.
  • Approval of specific strategies as may be determined by the Board from time to time

Policy Approval

  • Approving Board and Organisation wide policies

Reporting

  • Approving the CEO’s reports to the TDHB, including monthly financial statements and other reports to the Minister of Health and/or the Ministry as may be appropriate
  • Approving the Annual Report

Health Sector Structures

  • Approving Shared Services arrangements with other District Health Boards

Recommendations to the Minister

  • Approving recommendations and applications to the Minister for the sale, exchange, mortgage or lease exceeding a 5 year term of any lands
  • Approving recommendations and applications to the Minister for investment in joint ventures and other arrangements
  • Approving recommendations and applications to the Minister for major capital investments

Appointments

  • Appointing Trustees to the Taranaki Health Trust and the Taranaki Health Foundation
  • Appointing Board representatives to subsidiary companies/organisations
  • Appointing members of the statutory advisory committees and Board committees

Litigation

  • Approving any decisions to instigate, defend and settle litigation

Collective Employment Agreements

  • Approving through the DAP the parameters and criteria relating to the formation or renewal of collective employment agreements

Advisory Sub-Committees

  • Receiving recommendations from the advisory committees of the TDHB
  • Establishing from time to time a list of providers with whom the Board retains the right to approve contractual arrangements
  • Approving the level of funding for the provider arm of the TDHB including:
    • Hospital and Community Services
    • Public Health
    • Mental Health.
  • Approving any contractual arrangement invovling amounts in excess of $2 million per annum (excluding GST) and is outside the DAP, or the contracted term exceeds 5 years.

Services

Approving the introduction of new clinical services or the withdrawal of existing clinical services outside the DAP where the realted loss of revenue exceeds $1m (Excluding GST) pa.

Expenditure

  • Approving all items of capital expenditure that exceed the approved capital budget in the DAP by $100k (excluding GST)
  • Approving any major site redevelopment proejcts in excess of $3m (excluding GST).

Board Advisory Committees

TDHB has the following Advisory Committees:

  • Hospital Advisory Committee
  • Disability Support Advisory Committee
  • Community and Public Health Advisory Committee.

Hospital Advisory Committee

Functions
The functions of the Hospital Advisory Committee of the TDHB are to:

  1. Monitor the financial and operational performance of the hospitals (and related services) of the TDHB.
  2. Assess strategic issues relating to the provision of hospital services by or through the TDHB.
  3. Give the TDHB advice and recommendations on that monitoring and that assessment.

Responsibilities
The Committee is responsible for:

  1. Providing advice on the overall performance of the hospital and related specialist services delivered by the TDHB.
  2. Providing advice on strategic issues related to the delivery of hospital and related specialist health services.
  3. Monitoring the hospital and related specialist services performance against expectations set in the District Annual Plan and other relevant accountability documents.
  4. Ensuring a framework is developed and implemented to manage clinical and operational risk.
  5. Ensuring a framework is developed to oversee the hospitals capital development programme.
  6. Reporting regularly to the Board on their findings (generally the minutes of each meeting will be placed on the agenda of the next Board meeting).

Community and Public Health & Disability Support Advisory Committees

Functions
The functions of the Community and Public Health and Disability Support Advisory Committees of the TDHB are to give the Board advice on:

  1. The health needs and health improvement measures for the resident population of the Taranaki district;  and
  2. Priorities and planning for use of the health funding provided.
  3. Monitor how people with disabilities access health services within the community.
  4. Advice and recommend on how the TDHB can ensure that the range of private, non-government organisations as well as hospital providers of disability support services will work together to meet the needs of people with disabilities.
  • Develop and maintain effective rehabilitation services
  • Develop a highly skilled workforce to support disabled people
  • Make all information and communication methods offered to the general public available in formats appropriate to the different needs of disabled people
  • Monitoring and make recommendations to the TDHB on how people who use disability support services can have input into the TDHB’s strategic plan and business plan.
    • Ensure that disability services do not perpetuate the myth that disabled people are ill, while recognising that disabled people do need access to health services without discrimination.

    Responsibilities
    The Committees are responsible for:

    1. Taking an overview of the health status and on-going health needs of the Taranaki District.
    2. Focusing on the needs of the population and developing principles on which to determine priorities for using health funding.
    3. Evaluating the role of primary care, disability support, public ehalth and other community services.
    4. Improving effective co-ordinate between the Primary and Secondary Health Sectors and between Disability Support Services, Public Health Services and Hospital Services.
    5. Review and recommend TDHB processes consistent with the New Zealand Health Strategy.
    6. Providing advice to ensure that the New Zealand Disability Strategy Document – Minister for Disability Issues 2001 15 objectives are considered and where appropriate implemented.
    7. Provide advice on strategies to reduce the disparities in health status.
    8. Provide advice on strategic issues to ensure that the TDHB provides inclusive, non-discriminatory and accessible health and disability services.
    9. Provide advice on priorities for health improvement and greater independence as part of the strategic planning process.
    10. Provide an effective framework for mangement of health information throughout the TDHB district including policies regardign data ownership, privacy and standards.

    Board Sub-committees

    TDHB has the following Board sub-committees:

    • Finance, Audit and Compliance Committee
    • Compensation and Appointments Committee.

    Finance Audit and Compliance Committee

    Functions

    1. The objective of the Finance, Audit and Compliance Committee of the TDHB is to give the TDHB advice on compliance matters including:
    • Funding/revenue
    • Financial planning
    • Operational audit
    • Financial audit
    • Risk management.

    Responsibilities
    The Committee is responsible for:

    1. Providing advice to the TDHB on proposals for the investment of DHB financial resources in new enterprises, which are of strategic interest to the TDHB’s development.
    2. Monitoring of TDHB compliance with Ministry of Health policy guidelines covering borrowings and recommend to TDHB action within established policy in relation to individual requirements.
    3. Receiving timely financial statements and information in order to monitor the ongoing financial viability of the organisation.
    4. Recommending the appointment of the external auditors.
    5. Recommending the appointment of the internal auditors.
    6. Directing the Internal Auditor or an audit specialist to conduct special audits on its behalf or under the direction from the Board.
    7. Receiving timely reports on significant internal audit issues.
    8. Reviewing the financial audit programme/plan for the TDHB, including:
    • financial audit of providers funded by the TDHB
    • internal audit
    • annual external audit of the DHB.
  • Receiving the internal auditor/s reports on the results of the audit of the audit plan.
  • Recommending audit fees payable to external and internal auditors.
  • Recommending acceptance of the Statement of Intent.
  • Recommending acceptance of the Annual Report and Financial Statements of the TDHB and its subsidiaries.
  • Receiving the external auditor’s report and their letter of suggestions.
  • Reviewing the TDHB’s long term financial strategy, and the annual financial plan.
  • Reviewing the risk management strategy for the TDHB, and monitoring its implementation.
  • Receiving timely reports on significant Risk Management issues.
  • Compensation and Appointments Committee
    Function
    The Committee has been delegated by the Board to carry out its employment responsibilities for the Chief Executive.

    Responsibilities
    The Compensation and Appointments Committee will:

    1. Oversee the recruitment process for a Chief Executive as and when necessary
    2. Development and approval of a job description for the Chief Executive
    3. Developing performance objective measures and standards for evalauting the performance of the Chief Executive
    4. Development of an appropriate contract and remuneration package for the Chief Executive
    5. Appraise the chief Executive’s performance half yearly.
    6. Determine an annual performance work plan with the Chief Executive to ensure that the key goals of the TDHB are achieved.
    7. Review and determine by agreement with the Chief Executive on an annual basis, the remuneration of the Chief Executive including establishing the overall benefits and incentives.
    8. Feedback to the Board on the remuneration review and performance appraisal of the Chief Executive.

    STRUCTURE

    The organisation’s operations are the responsibility of the TDHB’s Chief Executive Officer who reports to the Board of the TDHB.

    The organisational structure of the TDHB reflects its wider responsibilities as:

    • Service Hospital Provider (including Mental Health): Managed by General Manager Hospital and Specialist Services
    • Service Planner and Funder: Managed by General Manager Planning, Funding and Population Health, and supported by the organisation’s shared service agency HealthShare Limited, an entity owned by the five Midland Region District Health Boards
    • Service Maori Health: Managed by the Chief Advisor Maori Health
    • Corporate Services: Managed by General Manager Finance and Corporate Services. Support in the areas of finance, technologies and information systems, human resources, quality and risk management, support services and materials management are provided under the umbrella of the General Manager Finance and Corporate Services.

    RECORDS

    The general categories of documents held by the TDHB are as follows:

    • Non-Clinical or Revenue: Company documents, contracts, licences, registers, agreements, certificates
    • Contract Register
    • Generic Contract Information
    • Contracts for the provision of healthcare services
    • Private Insurers
    • Contracts for the purchase of health and disability services
    • Contracts for Capital Expenditure
    • Contracts for supply of commercial services
    • Maintenance contracts
    • Contracts for supply of professional services
    • Contracts for use of facilities, equipment or services
    • Contracts for the supply of goods
    • Financial loan agreements
    • Licenses/authorisation/delegation/permits/certificates
    • Purchase arrangements (non-contractual)
    • Lease agreements
    • Supply maintenance and support of information systems
    • Subsidiary and joint venture agreements
    • Memorandum of Understanding
    • Alliance (non-monetary).

    Health Policy

    • Ministry of Health
    • Ministry of Health Advisory Committees
    • ACRI Policy
    • Mental Health Commission
    • Governance Agencies

    Legal Action and Legislation

    • Legal Action
    • Legislation (Acts) and Codes of Practice

    Meetings, Reporting and Monitoring

    • Reporting
    • Monitoring
    • Meetings

    Organisations

    • Regulatory Bodies
    • Professional Associations
    • Standards Committee
    • Educational organisations
    • Health and community organisations
    • Local Authority
    • Health and Hospital Service
    • Health Funding Authority
    • Government Agencies
    • Overseas organisations

    Planning

    • Business planning
    • Capital planning
    • Risk assessment
    • Emergency planning
    • Facilities maintenance management

    Public Relations and Communications

    • Media releases and speech notes
    • Requests for information
    • Communications – plans and strategies
    • External communication
    • Internal communication
    • Presentations/workshops

    Services

    • Governance
    • Corporate services and administration
    • Financial services and accounting
    • Trusts
    • Trusts outside the company and non-trusts
    • Financial services – department functions

    Human Resources

    • Quality systems
    • Information systems
    • Departments/Functions
    • Subsidiary companies
    • Financial statements
    • Patient medical records for services provided

    DOCUMENTS RELATING TO DECISION-MAKING PROCESSES

    The manuals/documents that contain policies or guidelines that the TDHB uses to make decisions or recommendations about people or organisations in their personal capacity are:

    Crown Funding Agreement
    The terms and level of service coverage for which the TDHB is held accountable by the Minister of Health.

    TDHB District Annual Plan
    The Annual Plan which describes the activities and outputs for the the TDHB for the plan year and outlying two financial years.

    TDHB Statement of Intent
    The Statement of Intent sets out the intentions and objectives of TDHB for a 12 month period.

    TDHB Strategic Plan
    The Strategic Plan that outlines the direction of the organisation for the next five to ten years.

    Board and Organisation-wide Policy Manual
    Governance and operational policies and guidelines covering activities related to the running of the organisation.

    Risk Management Manual and Quality Manual
    Outlines the risk management and quality procedures for the organisation.

    Human Resource Manual
    Outlines the policies relating to human resource issues.

    Information Systems Manual
    Outlines the procedures and policies relating to information systems and technologies for the organisation.

    Emergency Plan
    Outlines the procedures and plans in the event of an emergency.

    Departmental Service Manuals
    Outlines individual departments procedures and guidelines, including clinical practices.

    CONTACT

    All information requests to be addressed to:
    Chief Executive
    Taranaki District Health Board
    David Street
    Private Bag 2016
    New Plymouth 4310

    Telephone: (06) 753 6139
    Facsimile: (06) 753 7780

    Email: corporate@tdhb.org.nz
    Website: www.tdhb.org.nz