Service Information Coordinator - Maternity Leave Cover - 12 months

St Catherine's Hospice
05 Mar 2018
22 Mar 2018
Engineering, Defence
Contract Type
Full Time
Job Description: Service Information Coordinator
Department: Chief Executive's Office
Responsible to: Chief Executive
Reports to: Quality & Risk Manager
Key working relationships: Members of the Senior Management Team, clinical service leads, clinical administration team, ICT team
Salary grade: NN5
Hours of work: 37.5 hours per week
Criminal Record Disclosure required (DBS): None/basic/standard/Enhanced with/without barring (adult/children)
Our Vision
A world where everyone can face death informed, supported and pain free.
Our Mission
Pioneering standards in expert support and care, for anyone facing death and bereavement.
Our Values
Our values define who we are and how we act. We are:
  • Human: We treat people with understanding, patience, respect and above all dignity. We are the welcoming smile, the talk over a cup of tea, the human touch.
  • Courageous: We stand firm, we do not flinch in the face of hard news, but always with humanity, sensitivity and respect for our community.
  • Energetic: Whether we're out running a fun run or at the hospice greeting our patients, we bring the energy and optimism to make the most of every day.
  • Connected: We are not an island, we thrive on partnerships and working with others, we believe we are better and stronger together.
  • Expert: We are looked up to by our community and our peers as the organisation to go to for knowledge, training, best practice and latest techniques.
To enable, promote, and support the effective use of data, information, knowledge and technology to support and improve the care delivered to all service users; to be responsible for database administration, design, and problem solving regarding system configuration and customisation; and to work collaboratively with managers and staff of all services (including clinical services) to ensure effective, efficient and consistent use of systems and databases, so that StCH can meet internal and external reporting requirements.
1. Manage the electronic patient record system (currently Crosscare) in accordance with all relevant data handling legislation, guidance and best practice.
2. Lead on the development, customisation and implementation of data capture systems.
3. Review on a regular basis or as directed, the effectiveness of data entry methods to ensure they continue to meet clinical needs and stay aligned with changes in clinical practice.
4. Lead on effective communication with staff in relation to use and development of the electronic patient record database.
5. Ensure that the inputting of data is standardised and complies with all StCH policies and procedures, and investigate and resolve data quality issues by engaging proactively with users (including resolving duplicate records and requests for entry amendments).
6. Support the management of incidents as required (either through provision of information from the EPRS or through investigation of EPRS functionality).
7. Provide support to service development initiatives as required.
8. Lead a Steering Group to effectively identify, prioritise, manage and communicate any changes to the Crosscare system as used by StCH.
Data management, analysis & reporting
9. Lead on the production of an agreed suite of statistical reports, for both internal and external clients, according to the specifications requested, ensuring that the information used is validated, accurate, appropriate and presented in a clear and logical manner. This includes management information for the monthly dashboard, invoicing data for contracted services and performance and activity data for commissioners.
10. Provide analysis and investigate patterns and trends in data as requested (by either internal or external clients); and use problem solving, analytical and communications skills to identify possible explanations.
11. Provide other reports as requested (including provision of clinical activity data to support funding applications).
Training & development
12. Provide training, support and guidance to all user of the EPRS (currently Crosscare), including to all new staff and to existing staff when data quality issues suggest this is required; provide training as new developments and/or legislation come into place, and the EPRS and/or its functionality expands. This may include development of new training materials.
13. Work flexibly in order to meet the training needs of users across all areas (including those working outside normal office hours or in different office locations) and to provide a help desk function for the system during normal office hours.
Information governance & quality control
14. Working with the Registered Manager and the Caldicott Guardian, ensure all service user data is handled in a secure and appropriate manner to comply with legal requirements, information governance and Caldicott Principles.
15. Working with the Registered Manager, ensure raised awareness, through training and education, of the standards of good information governance in relation to service user records.
16. As nominated administrator of one or more information assets, to take responsibility for day-to-day management of those assets, through understanding what information is being held, how it is moved, who has access and why.
17. Be an active member of the Information Governance Group and the Information Asset Owners Group to enable StCH to uphold best practice and mitigate risk with regard to patient and carer data.
18. Coordinate StCH response to any subject access requests involving patients or carers, liaising as appropriate with the Caldicott Guardian.
19. Keep abreast of developments in the area of IG (via relevant sources of information and guidance - both national and regional) to ensure StCH can adequately safeguard patient information.
Team/Self Management
• To live the St Catherine's values and engender a positive, open and supportive working environment with emphasis on whole team work.
• To ensure maintenance of accurate and up to date records and accept responsibility for the safe and secure handling and storage of confidential information, in accordance with the Data Protection Act, the hospice's own data protection policies and other Information Governance Policies
• To work collaboratively with immediate colleagues and members of other disciplines.
• To participate in team meetings.
• To engage with and contribute to the performance development process for self and junior colleagues/volunteers.
Quality and Service improvement
• To participate in inter-disciplinary audit projects and research.
• To support the department's commitment to the organisation's Quality Management System (QMS)
• To commit to continuous improvement and a focus on ensuring the organisation's commitment to the high quality patient and family 'experience'.
• To participate in the hospice governance procedures.
• To ensure adherence to hospice and professional policies and procedures.
• To participate in service development initiatives as required.
• To follow hospice procedures for incident/accident reporting, including escalation.
• To ensure personal compliance with hospice compulsory training requirements.
• To act as a role model for employees and volunteers, participating in personal development initiatives as appropriate.
• To assist in orientation of new colleagues, volunteers and visitors.
• Through the performance development process, to plan your continuing professional and self-development, attending in-house study days and courses as appropriate.
This is an outline job description designed to give an overview of the responsibilities of the role. We expect the job holder will work flexibly, responding to organisational need and changes as they occur. You will also contribute to the wider corporate and organisation needs of St Catherine's such as supporting our fundraising efforts.
Policies and Procedures
In addition to your professional code of conduct, you must familiarise themselves with, and adhere to St Catherine's policies and procedures as listed in your team induction schedule, including the following:
• Information Governance and Data Protection
• Risk Management
• Raising a Concern
• Complaints
• Safeguarding and Mental Capacity Act
• Health and Safety at Work
• Equal Opportunities
• Infection Control
• HR Management
You have a duty to undertake the relevant e-learning modules and facilitated training as detailed in the Compulsory Training programme.
If you manage staff and/or volunteers it is your responsibility to ensure that your team are made aware of and understand the policies and procedures relevant to their work.
Information governance and confidentiality
Employment by St Catherine's often involves access to personal information relating to patients, carers, staff, volunteers and supporters. This information is confidential and must not be disclosed to anybody, other than when acting in a official capacity. Non authorised use, access of records or disclosure of personal or confidential information is a dismissible offence, and in the case of computerised information could result in prosecution for an offence or action for civil damages under the Data Protection Act 1998.
Safeguarding and Mental Capacity Act
All employees have a responsibility to safeguard and promote the welfare of adults, children and young adults..... click apply for full job details