Data and Systems Co-Ordinator inRedditch inRedditch PUBLISHED 28 OCT 2024

Elgar House Surgery is looking for a forward thinking and friendly Data and Systems Co-Ordinator to join our fantastic team. We want you to be able to do the best work of your career, be confident in your care and proud of the outcomes you achieve for your patients.

To be responsible for the day-to-day functionality of the practice IT systems, in support of the multidisciplinary team. Duties can include but are not limited to, administration of databases, user accounts, housekeeping, upgrades and general queries. In addition, the post-holder will be required to provide support to the multidisciplinary team, ensuring all issues are resolved or escalated in a timely manner.

The role of the Data & Systems Co-ordinator requires a self-motivated, disciplined individual to take ownership of the efficient day to day running of the service, supporting the Practice manager and working as a key member of the Elgar House team.

To support the Practice Manager in the coordination and administration of Data, I.T. and Systems within the practice. The role will also support the practice team when resources are low.

About us

Key Responsibilities

The following are the core responsibilities of the role. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

The provision of a local support service to all staff, resolving issues with IT systems and equipment

To perform regular system checks to maximise performance

Provide training to all staff as required, ensuring the effective use of all systems

To ensure staff adhere to practice policies regarding IT security and ensuring conformance to Information Governance

To deliver the IT related elements of the staff induction programme

Build, generate and carry out searches as required by the practice team to enable reports to be produced and action plans devised

Support the team in the effective use of searches, audits and recalls

Support the team in the use of the clinical system

Act as a liaison between the practice and external agencies, for the timely management of all faults

To ensure the practice website is current and reflects the objectives of the practice

Configure searches and interpret data for audit purposes

To send out mail merges for a number of campaigns i.e. flu

To ensure all staff have the appropriate smart card access to the clinical system

Ensure the Practice Manager is updated regarding the release of Patches and upgrades

The configuration (activation and de-activation) of all staff email accounts

Supporting the Deputy Practice Manager in the writing of all IT related policies and protocols and user guides

To be an administrative lead in support of practice clinical systems.

To be responsible for the provision of comprehensive data administration for the Practice.

Retaining responsibility for undertaking and or overseeing of data collection and the more complex tasks of data validation and monthly and quarterly reports.

Deliver high quality data to support the overall development of improved performance and service delivery for the practice.

To collect and provide systems to ensure the accurate recording of all patient data, utilising both computer and paper based systems.

To provide data to the Management and Clinical teams to facilitate analyses and formatting of data required to present service outcomes, identify trends etc.

To be responsible for a portfolio of data collection to meet local, regional and national priorities, ensuring the agreed targets are achieved and an excellent quality of data collection.

Ensure the workload is carried out efficiently within the required timescales, dependent on the ever changing needs of the service.

Administration

Maintain and produce practice protocols, procedures and guidelines. Review and update as required, including national guideline changes.

Review GDPR; IG and other job specific policies, risk assessments and procedures, ensure that all are adhered to and followed stringently.

To support the DPM in the management of the supplier contracts that are relevant to IT, ensuring that the practice is getting a quality service, value for money and monitoring costs associated with these contracts.

Manage the procurement of new equipment, consumables, supplies, services and maintenance, and obtain quotes as required.

Communication Effectively communicate with and promote communication between staff at all levels, communicate with relevant outside agencies, act upon and cascade as appropriate, circulate both emails and all other correspondence in a timely manner.

Change Embrace change and positively act upon recommended changes, research and develop new ideas, identify opportunities and research possible threats before implementation.

Management of the practice website and Agilio Teamnet site.

Management of the practice telephone system and all other relevant systems relevant to this position.

Support the Practice Manager with the management of the trainees induction programmes, trainees communication and paperwork.

Administration of the in-house clinical training sessions.

Train staff in the use of the clinical systems, intranet, and other systems where appropriate.

I.T. Support

Administrator for clinical systems.

Responsibility for IT services within the Practice and liaison with locality IT teams as required.

Resolve simple printer and PC problems, troubleshooting IT problems and identify solutions. Where appropriate report IT faults to appropriate suppliers helpdesk and follow through.

Set up and maintain new users according to practice protocol, ensuring they have the access across all required software and systems

Ensure backups are carried out to a regular schedule and that the backups are restorable.

Troubleshoot IT problems and identify solutions.

Manage and maintain all practice 3rd party software, i.e dictate.it, HealthTech, Abtrace etc.

Oversee and update patient TV, practice website, intranet and newsletter.

To provide point of contact with NHSE and CCG in relation to IT matters.

Adhere to the Practices protocols on data security.

To provide support and training for current and new staff in the use of the clinical system, software, templates and searches as required.

Lead on managing the practice intranet system. Keeping it up to date and ensuring deadlines are met and responded to. Train staff on the use of the intranet site when needed.

Data / Information Analysis

Reading and communicating service specification criteria to the practice clinical team.

Create / amend templates, concepts and protocols on practice clinical system.

Creating searches and action QOF recalls.

Regular monitoring of achievement through clinical audit/searches

Feedback to relevant staff members to correct errors and optimise achievement.

Assist in data collection audits for the practice as instructed by the Practice Manager.

Running system reports and extracting statistical data.

Record keeping, monitoring and liaising with companies with regards to private medical services.

Work autonomously with demands of workload, with an ability to prioritise regular critical deadlines with frequent ad hoc requests for data.

Inform line manager when agreed targets are not being achieved.

Participate / assist in the data management up grades.

Data Protection

CQC support the Practice Manager in preparation of information ready for CQC inspections and maintaining between inspections all necessary protocols, policies and information in relation to position.

CQC - assisting the Practice Manager to ensure compliance.

To support the Practice Manager in the management of the IG & Data Toolkit.

Ensure security of data in accordance with the GDPR / Data Protection Act / Information Governance.

Performance and Quality

To oversee the administration of the clinical system, ensuring staff complete housekeeping and backups as outlined in the practice policy.

To ensure the clinical integrity of the system, working with the ICB to implement their guidance.

To oversee the security and validation processes for the clinical system.

To provide advice and guidance to the practice in the change to becoming paper light.

To maintain an Asset Register, ensuring that ICB and practice owned equipment is readily identifiable.

To provide support and training for current and new staff in resolving simple problems with PCs and printers.

To be aware of national, local and practice quality standards for chronic disease management.

To provide support to clinical sub groups in correctly identifying and targeting patients for assessment and treatment.

To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.

To assist in the production of information for clinical audit.

Data quality.

To work with the ICB to validate patient information, performing regular checks and quality audits.

To undertake work related to the performance of the practice.

Additional Roles & Responsibilities

To have a good working knowledge of the requirements of GP Contract/Enhanced Services and other contracts, and supporting the Practice Manager to ensure that the Practice achieves maximum income where possible at all times.

Support the Practice Manager in the monthly and quarterly claims, such as CQRS.

To adapt to the needs of the Practice where required, for example, covering reception when necessary.

Work pro-actively in managing change in own speciality to improve practice and health outcomes.

Attend relevant meetings regularly to influence and make decisions regarding service delivery provision and further development within the practice.

Take minutes of meetings as required.

Manage own diary and workload.

Undertake annual audits in line with best practice, to help with service improvements.

To facilitate good communication between all members of the team;

To promote teambuilding, teamwork and cooperation;

Dealing with all non-medical problems for GPs as and when required if appropriate.

To work flexibly to ensure that the practice has cover between the hours of core hours; and be flexible in the covering of current extended hours and future extended hours, which may result in the need for early mornings; late nights and weekend working.

This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.

Any other duties considered appropriate to the role of as requested from time to time by the Practice Manager.