John Taylor HospiceJob Description:

JOB TITLE Clinical Data AssistantREPORTS TO Contracts and Data System ManagerACCOUNTABLE TO Chief Finance OfficerSALARY Band G

KEY RELATIONSHIPS

Senior Management Team, staff and volunteers, GPs, Budget Holders, External Partners, Community Organisations, Local Businesses, Volunteers, Commissioners, regulators, Patients, Carers and Relatives, Service Users, Referrers and other professionals, Community Mental Health Teams, Governance Team

JOB PURPOSE

This post is to provide a key role within the Contracts and Governance departments of John Taylor Hospice. The post holder will be involved in the analysis of data for both National and Local use (e.g. Contract requirements, Quality Standards, patient outcomes and analysis of activity, and patient complexity) under the supervision of the Contracts and Data Systems Manager.

The post holder will assist in the design, development, testing, implementation, documentation and maintenance of effective and efficient data collection systems for detailed analysis and reporting purposes. In addition the post holder will provide data on health intelligence issues to the team and to other senior scientific / clinical colleagues.

The post centres on Information Technology to obtain and collate clinical data from hospice systems (including Datix and SystmOne) and also from patient records. An important part of the work will be to provide data for ongoing clinical audits to support the work of clinical teams, providing assurance to the Director of Clinical Services and ultimately the Board. The purpose of this role is to relieve clinical staff from these roles in order to facilitate excellent patient care.

MAIN DUTIES AND RESPONSIBILITIES CLINICAL AND PROFESSIONAL

To co-ordinate in the analysis of data from Systmone and the Incident, risk and complaints system, Datix, to provide detailed and validated information on a variety of clinical subjects for the Hospice on an ongoing basis.

To receive, analyse, investigate and resolve statistical, analytical and epidemiological information, queries, issues and problems, identifying a range of possible solutions, using a variety of data sources. Identify any data quality issues and take action to investigate and address any anomalies.

Initiate and plan analytical work programmes and make adjustments to meet the ever-changing service needs.

The use of a variety of tools including Excel, Access, Powerpoint, SPSS and Trust Patient Management Systems (SystmOne/PAS/Datix etc.), to produce clear tabulated and graphical information to assist the Contracts and Data System Manager in the production of detailed analysis and narrative.

To develop and implement new and existing systems for scheduled data extraction from SystmOne and Datix in conjunction with the Contracts and Data Systems Manager. To undertake any national reporting to Unify2 or other external agencies such as the National HCAI data capture system and use this to generate lists/reports that can be stored and catalogued for use by the Head of Governance and other senior clinicians. This information will need to be produced and presented in a timely fashion to meet hospice and CCG deadlines.

To analyse & track data from the SystmOne, Datix and the patient management (PAS) systems to provide the detailed information for statutory national reporting requirements for HCAI, Pressure Ulcer incidence, Safety thermometer recording. This may include producing comparisons, trends, summaries to assist the Contracts and Data systems Manager with supporting narratives, and investigation of areas requiring further study, ensuring that analysis methodology is documented systematically.

To provide advice and specialist knowledge to define hospice wide and external information requirements with appropriate reporting mechanisms. Ensuring that services and outputs are delivered in accordance with policy, legislation or governance requirements including those covering confidentiality, Data Protection, ethics and Freedom of Information.

Provides scientific and/or epidemiological information to consultants, ICC and to external stakeholders in the management of outbreaks, incidents, including attendance at Outbreak Control/Incident Management Team meetings in conjunction with the Contracts and Data Systems Manager.

Communicate a wide variety of statistical and analytical information to health professionals. Communication is mainly through written and oral communications and may include attendance at meetings, seminars or conferences.

The post holder will assist in the implementation of research and audit initiatives.

The post holder will normally work within the designated team but will frequently require liaison with colleagues across multiple disciplines and clinical areas and may be required to carry out duties in other teams or other areas of the organisation if required.

Using experience, knowledge, skills and judgement to develop and improve information reporting systems for operational and strategic monitoring of patient-based information in line with National data requirements and definitions, using a range of reporting tools.

The nature of the work means that information or data may be sensitive, highly complex and at times contentious. Data may contain Patient Identifiable Information so adherence to all data governance requirements is paramount. When delivering information of a sensitive nature an awareness of the need to carefully manage this is essential.

The post holder will be expected to have word processing and computer skills. These will be applied to the interrogation, extraction and manipulation of data (e.g. using Microsoft Access, Microsoft Excel). The post requires working knowledge of packages for statistical analysis) as well as software for the referencing and cataloguing of literature. Using Microsoft PowerPoint, the post holder will develop presentations for local and national audiences.

To provide support to clinical teams across the hospice on the application and use of SystmOne. providing training and support to clinical teams.

To assist the Contracts and Data Systems Manager in identifying and highlighting issues with the quality, completeness and interpretation of information.

To work with clinical colleagues to help them to “take ownership” of clinical data, and assist them in using it to improve patient care and experience.

To support the Contracts and Data Systems Manager in the provision of a suite of reports to clinical team leaders each month as required.

To design and develop audit questionnaires and audit data entry, analysis and reporting systems. This will include development of a clinical audit database on both a day-to-day basis and for clinical audit purposes.

To work with the Pharmacy team to optimise quarterly Point Prevalence Prescribing Practice and Antimicrobial incident data.

To maintain an IT filing system (both paper and electronic), and to update and retrieve information as and when required.

To help maintain the clinical element of the “web pages” to ensure data and information is available and up to date.

AUDIT

To Co-ordinate the audit database across the hospice and work with the clinical teams to interpret findings and formulate action plans.

MANAGERIAL

To be an active member of the finance and IT team working seamlessly with colleagues in the governance team.

To assist the clinical teams in achieving any national patient/standard target initiatives (e.g. Saving Lives / CQUINs).

To appreciate the cost implications of the service and budgetary requirements and constraints of the hospice.

To contribute to the development of policies and clinical guidelines within clinical services and work within them and those of the Hospice.

Responsible for own time management and organisation of workload

Provide advice to others on data collection, analysis and management

GENERAL DUTIES

Balancing workload and prioritising on a day-to-day basis including multi task working is essential.

The ability to be flexible and react to a wide variety of demands and tight deadlines, particularly in relation to providing support during incidents and outbreaks.

The post holder must ensure that all Hospice standards are maintained and monitored in order to improve the quality of total care to all who come into contact with services provided by John Taylor Hospice.

Participate in appraisal and personal review and work to achieve agreed set objectives Maintaining a good understanding of available new technologies / techniques. Participate in appropriate training and development activities Ensure all processes have written currently procedures and that they are followed and

maintained at all times. To undertake any other duties as required in accordance with the grade and nature of the

post.

PERSONAL

To assist in the creation and maintenance of a good working atmosphere. To be familiar with and comply with all statutory regulations and Hospice Polices. To provide a positive image of the Hospice. To maintain and improve knowledge and expertise in current developments and future

trends in relation to the role. To be familiar with and comply with Hospice polices to include: Health and Safety at Work Fire Major Emergency Disciplinary Procedure Sickness absence To attend the following demonstrations / lectures on an annual basis: Lifting and handling Fire Basic life support Mandatory training

SUPPLEMENTARY NOTES

This outline job description links to the Hospice strategic plans. It will be complemented by more specific annual objectives to be agreed between the post holder and the line manager.

This job description is not definitive but indicates the degree of responsibility with

examples of tasks and decisions expected to be undertaken.

This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder.

Prepared by: Penny Venables, CEO June 2019

This is not an exhaustive list of duties and a regular review will take place with the post holder as part of their ongoing development and performance management.

INVESTING IN YOU

JTH is committed to supporting the development of all staff. All employees have a responsibility to maintain their professional registration participating in regular appraisal with their manager. They are expected to identify innovation, performance and development objectives for their post. The Charity has a training and development fund that is generously supported through the League of Friends and the income generation projects undertaken by staff. Everyone has equal access to this fund to support external training and development. It also helps to fund statutory and mandatory training which is run internally. Where staff are accredited or trained in their own right to deliver in-house training this is an opportunity

afforded to them. Learning is one of our company strategic objectives and is supported through our experts by experience programme, volunteer training and staff development.

HEALTH & SAFETY

Attention is drawn to the responsibility of all employees to take reasonable care for the health and safety of themselves and other people who may be affected by their actions at work. We have dedicated leads to review and audit health and safety: keeping safe is everyone’s business.

EQUAL OPPORTUNITIES

John Taylor Hospice was founded in 1910 for the community from within the community and on whom we rely for support. In end of life care everyone in our community needs to feel welcome, and so we look for new and innovative ways to celebrate diversity as well as, respecting individual choices. This means we are highly committed to Equal Opportunities in employment and work actively to eliminate unlawful racial, sexual or disability discrimination in all its forms. We celebrate equality of opportunity and good relations between people of different backgrounds.

CRIMINAL RECORDS & SAFEGUARDING

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission to be made to the General Data Protection Regulation (GDPR) to check for any previous criminal convictions. All staff have a responsibility to disclose any conviction past or current. Everyone in our company has an equal responsibility to ensure the safeguarding of children and adults and to report concerns immediately.

INFECTION PREVENTION & CONTROLInfection prevention and control is one of our strategic objectives. Everyone has a personal responsibility to minimise the risk of spreading infection. This includes “herd immunity” standards for immunisation and excellent standards of personal hygiene. Everyone will receive regular training to understand best practice and expectations at work. Everyone must abide by Infection Prevention and Control policies relevant to their area of work, and undertake the necessary level of training. This will be part of your annual innovation performance and development plan.

SMOKINGPublic health legislation outlaws smoking in public places in England. As a Charity our premises are governed by the legislation. Our buildings are smoke free and we actively encourage people to consider the health benefits for themselves and others of adopting a smoke free lifestyle.

CONFIDENTIALITY

Everyone has a duty to respect the confidentiality of personal information and health records. Our Charity upholds and is governed by the GDPR. Confidentiality is integral to our care of the people who come to us for help and our staff and volunteers. The unauthorised use or disclosure of patient or other personal information is regarded as gross misconduct and is subject to the JTH Disciplinary Procedure possibly resulting in prosecution. Action for civil damages under the GDPR.

JOB DESCRIPTIONThis job description will be subject to discussion and review on an annual basis.

Post holders signature: ……………………………………………….

Line Manager’s signature: ……………………………………………

Date……………………………………………………………………………

PERSON SPECIFICATION: Clinical Data Assistant

Requirements

Essential Desirable How identified

Education and Qualifications

Degree or equivalent relevant qualification

A-Levels plus relevant experience

Relevant IT Qualifications

C / AF / I

Knowledge and Experience

Computer literacy, working knowledge of commonly used software (Access, Excel, SQL).

Communication skills both written and verbal.

Experience of working with multiple sets of health related data and information systems in health related organisations for at least 1 year.

Understanding of current scientific and/or epidemiological advances.

Previous experience of working in an information service

Report writing and presentation skills

Knowledge of data sources Knowledge of relational database

theory Understanding of data security

and confidential issues Ability to analyse information. Numeracy skills Proficient in the use of desktop

applications (Microsoft office) MS Work, Excel, Access & PowerPoint

Experience of information analysis and reporting

Experience in the extraction, analysis and presentation of data from multiple, large, complex data sets

Knowledge and experience in identifying, monitoring and resolving data quality issues

Evidence of delivering on key quality performance indicators

Knowledge of NHS Information requirements and definitions

Experience of working with information in the NHS or similar

Analytical skills, including familiarity with statistical analysis tools (e.g. SPSS, STATA).

Ability to learn new processes quickly

AF / I

Personal skills and attributes

Self-motivated, enthusiastic, and proactive

Attention to detail, and able to maintain concentration for prolonged periods of time

Approachable Forward

thinking Strategic

outlook

AF / I

Professional manner and appearance

Ability to demonstrate both confidence in given situations

Team oriented

Interest in self development

AF = Application form I=Interview T=Test C=Certificate