job description template3%isl… · web viewto provide a call taker and administration function...

JOB DESCRIPTION

Job Title Information TechnicianA4C 3

HR use only

Job Reference NumberReport to: Senior ICT Applications Specialist

Accountable to: ICT Applications Manager

Job Purpose.To provide a call taker and administration function within Information Management and to support staff in the entry and validation of Trust activity data to meet the requirements of the Trust, DoH and various Purchaser organisations utilising a range of Patient Information Systems

Job Statement. To provide a call taker function to Patient Information System Users on the Support

Desk telephone line to include where appropriate: the support of users with operational processes in conjunction with Systems and data validation (including checks against the National Summary Care Record System) and resetting of passwords.

To provide support and advice to staff Trustwide in relation to the Information requirements of patient data capture procedures and processes.

To ensure that patient data is collected, collated and entered onto the relevant computer system in line with NHS Data Standards and Trust policies and procedures

To respond appropriately to enquiries from family, friends and other Trust

professionals in relation to patient hospital admissions / episodes

Will participate in the validation / correction process of system data quality

To provide administration support to the Information Systems department

To provide system reports to the clergy on a regular basis

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Organisational Chart.

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Synopsis of Information Systems

Patient Administration System (PAS) – Trust wide system that records patient activity for operational use e.g. making appointments for clinicians / admitted patient care, and is the largest most complex Trust business system providing the information that is used in the planning, delivery and billing of patient care.

Two versions of the software are supported Clinicom and Patient Centre. With key Modules of: Outpatients, Clinic Management, Waiting List Management, Pre-Admissions, Admissions, Transfers and Discharges, Clinic Coding, Service Group Management, Casenote Tracking, End User Letters, Word Template Management, Masterfile & Install Option management, User Account Management, Clinical Screen designs, Printer Management etc

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User staff groups include: Outpatients clerical/secretarial, Pre-Assessment & Admissions Unit clerical/nursing, Ward Clerks/Nursing/Midwives, Allied Health Professionals, Specialist Nurses, secretarial, nursing and clinicians, Finance, Switchboard etc.

e-CareLogic – The Trust’s Acute EPR (Electronic Patient Record) which is a component of the IM&T Strategy, with the view of centralising and moving patient paper records to electronic for Acute activity. Integration between numerous systems including JAC, Pathology, Ambulance, PAS, Beacon, Symphony etc) helps to support the notion of an electronic integrated patient record which can be accessed by appropriate Trust staff.

EPR User staff groups include: Clinical (Doctors / Nurses / AHP’s, Pharmacists, Technicians) to Administrative (Ward Clerks, Appointment and Pre-Assessment Clerks, Secretarial)

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MedeTrax – The Trust’s integrated Nursing Observation recording System (integrated with ISIS) and accessed by Nurses / Doctors / Pharmacists and AHP’s.

PARIS – The Trust’s Community / Mental Health EPR (Electronic Patient Record) which is a component of the IM&T Strategy, with the view of centralising and moving patient paper records to electronic for Mental Health and Community activity.

E-Referrals – Part of the National Connecting for Health’s programme that facilitates direct Outpatient appointment booking by the GP Practice into the PAS. This business link is maintained on E-Referrals by the setting up of the Directory of Services (DoS) for the Trust and allows access to Trust users via Smartcards by the maintenance of Workgroups.

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Symphony (A&E) – the Trust’s Accident and Emergency system that records patient’s attendances into the AE department, along with clinical information. Used in the management of the delivery and billing of patient care within A&E.

SystmOne – The Trust’s Community Nursing electronic patient record

NHS Summary Care Record (SCR) – the national file of patients registered with GPs that is used as a validation tool for patient’s demographic data.

PACS (Sectra) – providing training to Clinical staff in the use of the National Diagnostic Imaging system to view patient’s X-rays at the bedside and in outpatient areas

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Oncology E-Prescribing System (Aria) – Regional system that enables the recording of prescribing, dispensing and administration of Chemotherapy. In use by Oncologists, Pharmacists and Chemotherapy Nurses.

RhapsodyMonitoring of the EPR’s (ISIS) integration engine to ensure that system integration is working as expected.

Communication and Relationships.1. Required to validate and amend patient information using Patient Information Systems

e.g. PAS, Symphony, e-CareLogic, PARIS.

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2. This role will be able to support staff in other areas with the process and purpose of accurate capture and processing of complex patient data in accordance with national data standards e.g. support ward clerks and Outpatient Receptionists in validation processes.

3. Will be able to identify and use the most effective means of communication, appropriate to the situation and individuals involved e.g. telephone, e-mail, face to face with other hospital departments and outside agencies.

4. Act as first line support (call taker) on the Information Systems Support Desk.

Analysis and Judgement

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1. The post-holder is required to maintain vigilance on the quality and timeliness of patient activity data, taking appropriate action to rectify deficiencies on system with reference to the clinical record/casenotes when necessary.

2. This role will report inaccurate data and support line manager in investigations as necessary

Planning and Organising.1. To be responsible for maintaining a methodical and structured data validation system to

enable queries and audit requirements to be fulfilled. 2. Whilst validating data on systems will frequently be required to respond to patient related

telephone enquiries or Support Desk queries in a timely and appropriate fashion.

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Patient and Client Care1. To deal with internal and external telephone enquiries relating to Hospital admissions and

episodes as appropriate on a daily basis in a sensitive and professional manner, i.e. patient’s relatives, their representative’s, the general public, Social Workers, clinicians etc. Will observe all the requirements of the Department of Health’s and Trust’s related policies and procedures.

Service and Policy Development2. The post-holder will inform line manager of any breakdown in process and work with

those within department and external associated areas to improve procedures and communications.

3. Will support policy review and service development as required

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Managing Financial Resources 1. Monitor stationery / stock levels and raise requisitions for orders to be authorised and

signed off by the Deputy Director of IM&T.

People Management and Development2. Responsible for ensuring that daily and own workplace activities are fulfilled to include

supporting the IM&T Support Desk function. 3. In addition support Trust Staff by providing advice and support on the Information

requirements in the data collection processes and purpose to ward / OPD staff and new team members.

4. Will demonstrate work activities and routines to new staff in own team and that of Information Systems Support.

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5. Undertake administration duties where requested by other Information Management staff.6. Where appropriate may be required to cover duties of other Information Management staff

in their absence.

Information System use and management 1. Maintain standards of data quality relating to the collection, input and use of patient

related information that conforms to the Department of Health Data Manual standards and Trust policy for all computerised and manual systems, e.g. the use of PAS, e-CareLogic, Symphony, PARIS & Microsoft applications.

2. Support Clinical Coders in the discharge process in terms of electronic bedstate validation.

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3. Produce data quality reports as requested by the Information Systems Manager or Senior Technician.

Involvement is Surveys and Research.1. The role is responsible for the daily audit of ward / OPD activity entered by Trust staff and

for regular validation against electronic patient records, to support ad hoc audits as required

Freedom to Act and Autonomy.2. The post-holder is expected to manage own time within boundaries of process and will

conform to the department procedures, identifying any anomalies or will make of 41

recommend such changes that can improve efficiency or effectiveness to the line manager.

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General compliance:1. To comply with all Trust Policies and Procedure, with particular regard to

Risk Management Health and Safety Confidentiality Data Quality Freedom of Information Equal and Diversity and Dignity at Work Information and Security Management and Information Governance Counter Fraud and Bribery

2. The Trust has designated the prevention and control of healthcare associated infection (HCAI) as a core patient safety issue. As part of the duty of care to patients, all staff are expected to:

Understand duty to adhere to policies and protocols applicable to infection prevention and control.

Comply with key clinical care policies and protocols for prevention and control of infection at all time; this includes compliance with Trust policies for hand hygiene, standards (universal) infection precautions and safe handling and disposal of sharps.

All staff should be aware of the Trust’s Infection Control policies and other key clinical policies relevant to their work and how to access them.

All staff will be expected to attend prevention and infection control training, teaching and updates (induction and mandatory teacher) as appropriate for their area of work, and be able to provide evidence of this at appraisal.

3. To perform your duties to the highest standard with particular regard to effective and efficient use of resources, maintaining quality and contributing to improvements.

4. Ensure you work towards the Knowledge and Skills Framework (KSF) requirements of this post. KSF is a competency framework that describes the knowledge and skills necessary for the post in order to deliver a quality service.

5. Your behaviour will demonstrate the values and vision of the Trust by showing you care for others, that you act professionally as part of a team and that you will continually seek to innovate and improve. Our vision, values and behaviours have been designed to ensure that everyone is clear about expected behaviours and desired ways of working in addition to the professional and clinical requirements of their roles.

6. Perform any other duties that may be required from time to time.

7. Patients come first in everything we do. Every post holder can make a difference to a patient’s experience. You will come across patients as you walk around the hospital; we rely on all our staff to be helpful, kind and courteous to patients, visitors and each other.

8. Ensure you adhere to and work within local and national safeguarding children legislation and policies including the Children Act 1989 & 2004 , Working Together to Safeguard Children 2013, 4LSCB guidance and the IOW Child Protection policy.

9. Ensure you adhere to and work within the local Multiagency safeguarding vulnerable adults policies and procedures

This job description may be altered to meet changing needs of the service, and will be reviewed in consultation with the post holder.

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Key Skills required undertaking this

role.On Appointment

(Essential) After 12 months in post

At 2nd Gateway(Desirable on appointment)

How this will be measured.

Qualifications and role specific knowledge*

Level C / Level 2 Maths and English or willing to work towards

Basic skills in Trust standard PC software

Efficient keyboard skills ( i.e. speed and accuracy)

Educated to Level 2 Maths and English

Excellent understanding of PAS or similar PMI

Excellent working knowledge of NHS operational processes and procedures

Application Form / Interview Appraisal

Safeguarding Children ** 1 2 3 1 2 3 1 2 3

Physical Skills Required to use a computer for 80% of the day

Valid Driving License and access to a vehicle.

Application Form / Interview

To be able to use own initiative and to be organised

To be reliable, enthusiastic and with a flexible approach to job requirements

Committed to meeting the demands of working in a healthcare environment

Ability to work well in a team To be self motivated, able to work

under pressure and to deadlines Positive approach to change Honest , committed, tolerant and self

motivating

Application Form / Interview / References

Sensitive to needs of staff and patients friends and relatives

Able to concentrate with frequent interruptions and unpredictable work demands

Ability to work with concurrent and competing demands

To be able to prioritise work References / Appraisal

Communication Pleasant, professional manner Excellent communication (written

and verbal) skills

Presentation / Interview

* = State knowledge required in terms of level of competence NOT X years experience, as this is age discriminatory.

** indicate the level of mandatory Safeguarding Children Training this post needs 1,2 or 3.

When submitting a job description for evaluation, it must be accompanied by a Job Description Risk Assessment form.

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SUPPLEMENTARY JOB DESCRIPTION INFORMATION

Post Title: Information TechnicianWard/Dept and Site: Information Management – St. Mary’s HospitalDate Completed: 17th September 2018

1. General Information about the post.

Location % Location % Location %Office based 95% Home Outpatients ClinicLaboratory Kitchen Community basedWard area 5% Stores Workshop

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In a vehicle Training Venue Theatre environment

Indicate below if any of these apply

Location % Location % Location %Isolated locations Outdoors Works on their ownWorks with patients in isolation e.g. in their own home

Works with patients – assistance is accessible.

Required to be in a building on their own for periods of time

Working hours

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Full time Part timeOffice hours Hours worked as

a shiftHours worked at night

Concentration and Levels of InterruptionsRequired to concentrate for long periods of time

Required to concentrate for short periods of time

Interruptions throughout the day

Constant Occasional

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All criteria require a indication of whether the post holder will be expected to work in or be directly exposed to the following factors. Please use the comments box to provide details including frequency (e.g. how many times per shift)

2. Working ConditionsFrequency

Certain Likely Possible Unlikely Rare/\Not at all

Working in bad weather e.g. when it is windy or/and raining.

Excessive temperatures Unpleasant smells/odours

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Noxious fumes Excessive noise &/or vibration Use of VDU more or less continuously

Unpleasant substances/non-household waste

Infectious Material/Foul Linen Body fluids, faeces, vomit, blood

Dust/dirt Humidity

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Contaminated equipment or work areas

Driving/being driven in normal situations

Driving/being driven in emergency situations

Fleas or lice Exposure to dangerous chemicals/ substances in/not in containers

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Exposure to aggressive verbal behaviour where there is little/no support

Exposure to aggressive physical behaviour where there is little/no support

Exposure to risks that could result in an acute traumatic injury

Undertaking exposure prone procedures

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Comments: Please use this section to provide any additional details you feel are relevant for the role (e.g. how many times per shift)

3. Emotional EffortFrequency

Certain Likely Possible Unlikely Rare/Not at all

Processing (e.g. typing/transmitting) news of highly distressing events

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Giving unwelcome news to patients/ clients/carers/staff

Caring for the terminally ill Dealing with difficult situations/ circumstances

Designated to provide emotional support to front line staff

Communicating life changing events

Dealing with people with challenging behaviour

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Arriving at the scene of an accident


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4. Physical EffortFrequency

Certain Likely Possible Uncertainty Rare/Not at all

Working in uncomfortable/ unpleasant physical conditions

Working in physically cramped conditions

Lifting weights, equipment or patients using mechanical aids

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Lifting weights/ equipment or patients without mechanical aids

Making repetitive movements

Climbing or crawling Manipulating objects Manual digging Running

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Standing/sitting with limited scope for movement for long periods

Kneeling, crouching, twisting, bending or stretching

Standing/walking for substantial periods of time

Heavy duty cleaning

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Pushing/pulling trolleys or similar

Working at heights The job requires to be trained in control and restraint.


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VDU work forms the main part of the role daily.

5. Mental EffortFrequency

Certain Likely Possible Uncertainty Rare/Not at all

Carry out formal student/ trainee assessments

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Carry out clinical/social care interventions

Analyse statistics Operate equipment machinery

for more than ½ a shiftfor less than a shift

Give evidence in a court/tribunal/ formal hearings

Attend meetings (describe types of meeting and post

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holders role)Carry out screening tests/ microscope work

Prepare detailed reports Check documents Carry out calculations Carry out clinical diagnosis Carry out non-clinical fault finding

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Signed by post holder*: __________________________ Date

Signed by line manager: __________________________Date

* in the case of new jobs this will have to be an ‘estimate’ of the demands of the role.

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job description template3%isl… · web viewto provide a call taker and administration function...

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