Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES:

Key Responsibilities/Required Achievements

Work as part of the Cardiac Divisional IM&T team to develop and extend clinical research and audit capabilities in the division.

1. Manage the divisional information for the purposes of audit and research.
2. Engage with clinicians to facilitate the acquisition of data for clinical audits and research, in compliance with the Ethics Committee, local information governance regulations and the Data Protection Act.
3. Undertake complex and detailed analyses of data to assist in providing information for clinical Audits and clinical research projects.

Assist in the management of the information and audit programme for the Oxford Radcliffe Hospitals Cardiothoracic division to ensure all relevant information is available for business management and clinical purposes.

1. Assist the Cardiothoracic Division IM&T Service & Information Audit Manager.

1. Prepare and present complex, sensitive or contentious information to the divisional managers, board or clinicians and help to demonstrate that the appropriate processes are in place for the collection of this information to ensure its accuracy and reliability.
2. Where information identifies the need for process improvements to meet national targets, help plan and implement these process improvements in collaboration with the service providers.
3. Assist in the implementation of systems and procedures to ensure accurate monitoring the divisions’s activity and reporting to commissioners to help secure the appropriate level of funding for the division.

1. Prepare accurate information for external organisations (i.e. Healthcare Commission, National Institute for Clinical Excellence, Primary Care Trusts, and Central Cardiac Audit Database) and where the information is replicated on external databases, ensure audit processes are in place to validate local information against central information.
2. Help to ensure that there is appropriate regular reporting in place to monitor all targets both local and national and that these regular reporting processes are as automated as possible and are well documented and are audited themselves on a regular basis.
3. Ensure that any reporting processes include predictive elements to identify as soon as possible where targets are likely to be missed, and that you report any issues with targets to the appropriate management.

Liaise with relevant Trust, University and external stakeholders to plan and develop appropriate information systems to support the division’s audit, research, business and clinical activity.

1. Lead in the analysis of requirements for divisional information systems in line with divisional strategies, help to identify where the information systems will not support these strategies and new developments are required.
2. Define project tasks and resource requirements, developing robust project plans to manage successful delivery within the given timeframe
3. Track the project progress and deliverables using appropriate reporting tools.
4. Ensure all project documentation is complete and up to date and all project tracking is in place and being used to ensure that programs of work can be effectively managed.
5. Meeting regularly with the client/sponsor and wider stakeholders.
6. Work with the Cardiothoracic IT team to help develop training sessions, to teach staff how to use these new modules.
7. Communicate with section leads to test and develop new modules prior to implementation.
8. Analyse requirements for divisional information systems in line with clinical research requirements, identify where the information systems will not meet those requirements and new developments are required.
9. Where new developments are required, assist in the research, costing and risk assessment of the options.
10. Help plan and implement any amendments or new developments as required to ensure that the divisional systems fully support divisional strategy.
11. Design and implement user testing plans for all new developments, to enable effective testing prior to release and ensure these developments are consistent with departmental and national standards.

Help to ensure that data accuracy and integrity are validated across all divisional corporate information systems.

1. Design and implement systems and processes to ensure that robust validation of data takes place.
2. Where processes require the involvement of other divisional staff negotiate and collaborate with divisional managers to ensure these processes are implemented and adhered to.
3. Ensure that all divisional corporate systems comply with the NHS Information Management & Technology (IM&T) guidelines for audit trails.
4. Ensure the NICOR databases are updated monthly with the information from the cardiac clinical information system.

      To be responsible for ensuring the accuracy and completeness of data highlighting omissions and errors, and ensuring these are corrected.

To create and provide regular and ad-hoc reports from the directorate information systems using MS SQL Server management studio.

1. Develop and be responsible for the regular production of scheduled activity reports to support the unit’s’ information requirements.
2. Ensure all regularly scheduled reports are properly documented.
3. Review the processes involved in producing reports introducing automation wherever possible to reduce the manual effort involved.
4. Respond to ad-hoc information requests ensuring that the information requirement is properly understood, and that the information produced is accurate and appropriate to the request.
5. Submit information to the national registries as required.
6. Work with the Lead Clinician, Lead Nurse and the Infection and Blood Management Nurse to develop audits and validate data from audits.

      To analyse and validate information.

1. Assist in the analysis of the information of the department, producing statistical reports where required.
2. Regularly monitor the quality of the data on which the reports are based identifying omissions or errors, and validate the information where possible from other sources.
3. Review the data validation procedures, and be prepared to make proposals as to their improvement, and assist in the implementation of any procedural improvements identified.
4. Communicate any consistent problems in regard to the data quality to the users concerned, or to your manager whichever is appropriate in the circumstances.

To help maintain the Directorate Information Systems and ensure the systems are in optimal working order, and administer, train, advise, and support users of the directorate information system.

1. Maintain confidentiality of all patient information.
2. Provide first line support to users of the Cardiac clinical information systems.
3. Liaise with system provider on problems or issues that cannot be locally resolved, ensuring these problems are resolved by the provider in a timely manner.
4. Undertake any testing of new developments prior to release to the users.
5. Identify problems with the corporate systems, hardware or network and communicate to the appropriate staff for resolution.
6. Ensure users data is backed up on a regular basis, and assist in the development and implementation of automated backup processes.
7. Ensure liaison with AICU and PICU in the management of CareVue
8. Administer, train, advise, and support users of the Directorate information system.
9. Assist in the administration of the cardiac clinical information system, setting up new users, adding new personnel and adding new equipment to the system.
10. Develop a good understanding of CareVue to be able to provide assistance and training to users when required.

Support the collection and submission of complete and accurate information for both the NICOR and to ICNARC By providing reports to identify Issues with the data.

1. Develop the data needs and subsequent submission of unit data to NICOR\ICNARC.

1. Attend any relevant meetings and liaise with clinical staff as required.
2. Provide regular reports to the Cardiac Audit Manager to enable them to highlight issues with the accuracy and completeness of data, highlighting omissions and errors, and ensuring these are corrected.

To provide support for all computer hardware and software within the department.

1. Provide support and maintenance for all PC’s and printers within the unit, undertaking repairs where necessary.
2. Provide help, advice and assistance to PC users within the unit.
3. Help maintain the asset register of all PC hardware within the unit.
4. Maintain the CareVue and backup server, adding new users’ folders and setting user permissions.
5. Undertake any new PC hardware and software installations and upgrades as required.

Generic Responsibilities

1. Must at all times respect the confidentiality off all electronically stored information and written data, particularly where it relates to patients, in line with the provisions of the Data Protection Act.
2. Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
3. May be required to work at the Horton or JR sites as necessary.
4. To make sure that the office is staffed during core hours in line with current process