Deputy Administration & IT Manager

Job description

Job responsibilities

Brief summary - please see full job description attached for full details;

Working Relationships: The post holder will need to develop good working relationship across the whole Practice team and with external organisations to be successful in this role.

Role Summary.

To assist the Admin manager/ I.T lead in developing and maintaining effective IMT to support the work of the Practice, in particular:

• Assist in maintaining robust and high quality clinical information systems to improve the care of patients and achieve GP contract targets.

• Assist in maintaining non clinical IT applications and systems

• Support and develop Practice staff in the effective use of IMT.

• Ensure the day-to-day smooth running of the IMT systems.

• To understand, manage, and input clinical data, to assist with day-to-day trouble-shooting and management of computer hardware and software and the general duties of a clinical data administrator. (Please see Appendix 1)

• To provide clerical administrational support to the practice including the general duties of a clerical administrator. (Please see Appendix 2)

The post holder will assist the I.T Lead/ admin manager to manage the administration team to provide a whole practice admin/ IT function and to meet the requirements of this job description.

Development

Recommend changes to develop and maximise the Practices use of IT to improve working practices and patient care.

Project manage in the absence of the I.T & Administration Manager and implement changes to IMT as agreed with the executive team to meet Practice objectives and external IT requirements.

Collaborate with external health and care agencies to implement IT systems and communications which apply across organisational boundaries.

Clinical Data Management

Working closely with the Admin manager/ I.T lead to implement strategies and processes to ensure high quality of standardised clinical data capture across the practice and attached staff team.

Working with members of the clinical team, develop templates and processes to standardised clinical data capture and to improve compliance with clinical protocols and improve patient care.

To ensure that internal coding practices and systems are up to date with external changes. To ensure that correct and appropriate codes are used, meeting the needs of the Practice, the CCG, NHSE and in accordance with NSF, local and national audit requirements, Qualities and Outcomes Framework (QOF) contracts such as Enhanced Services and other indicators and performance schemes.

To develop and manage data capture systems to maximise points under QOF, Enhanced Services contracts and other target driven programmes and contracts.

To regularly report back to the Practice on progress to QOF targets and Enhanced Services contracts, devising audit trails and advising both the Practice and individuals where data capture performance requires improvement.

In the absence of the I.T Lead liaise with outside agencies on matters relevant to clinical data capture and data management.

Assist in managing processes and resources for summarising of medical notes. Ensuring that quality is maintained and that the Practice meets the defined standards.

Work as part of the Practice management team to audit robust recall systems for patient attendances. Assist in producing Standard Operating Systems and ensuring that the administration team staff understand and operate within the agreed systems.

Reports, Claims and Audit

Working closely with and under the direction of the Admin manager/ I.T Manager:

To write clinical data searches and analyse results as required.

To manage and maintain systems for regular reports and IT processes.

To ensure effective data extraction takes place and returns are made on time for making claims for payment against numerous contracts.

To fully understand each system for contract claims which are made to multiple agencies, the main ones being the CCG, NHSE and Bristol City Council.

Maximise the use of bespoke software for claiming which includes CQRS.

Working closely with the I.T Manager to provide claiming data to enable the reconciliation of payments.

Research

To work closely with the I.T Manager to take forward hosted research studies.

Be a point of contact along with the I.T lead for researchers regarding software for research projects and for identification of potential patients for research projects.

Be aware of and apply research governance requirements and standards.

The post holder would be expected to gain their certification in Good Clinical Practice, which is a half day or online programme in research project governance.

IMT Governance

Ensure a good working knowledge of IMT governance.

Assist to develop and implement policies and strategies to ensure the practice complies with Data Protection matters relating to IT.

Assist to develop and implement policies and strategies to ensure the Practice safe guards its IMT data and is not at risk of loss or corruption of information.

Working closely with the I.T Manager, ensure compliance with General Data Protection Regulation requirements.

Develop a good understanding of the Practices obligations and requirements for the annual return on the Information Governance Toolkit.

Work with the I.T Manager to ensure the practice complies with the IG toolkit requirements and assists with the annual return.

Liaise with the I.T Manager & HR Manager to ensure that all staff understand and are up to date with IG, confidentiality, data security awareness, and Data Protection requirements.

Managing the IMT Networks

Assist in the management of the day-to-day smooth running of Administration Team in the Practice using the resources of the clinical data team to resolve minor problems and or liaising with external support resources as necessary.

Ensure back up processes run smoothly and comply with local and national standards. Monitor the effective implementation of the procedure.

Inthe absence of the I.T Manager provide advice to the practice board on the effective use of hardware and software.

Work closely with the I.T Manager to advise on the purchase of, and assist with the managing, installation and effective running of software and hardware that falls outside the scope of the NHS centrally funded and supported kit.

Practice Team

In the absence of the I.T Manager/ Admin Manager, operationally manage the administration team, ensuring effective use of staff resources and devising and monitoring effective work practices.

Promote a positive and responsive admin team well equipped to meet practice needs.

Ensuring that your own personal development needs are identified and met, and those of the administration team.

To assist in delivering a comprehensive IT induction programme for new staff, according to their individual needs.

To provide on site IT training, to improve the skills of the Practice team to embrace and maximise the use of software and IT.

To promote a Practice culture of electronic system management and a positive approach to the use of IMT as an aid to better services and more effective working practices.

Person Specification

Skills & Abilities

Essential

• Advanced I.T skills
• Literate and numerate
• Excellent inter-personal & communication skills.
• Influencing skills
• Ability to converse, provide advice, and to understand, interpret and input data in accurate written and spoken English.
• Working autonomously
• Working as part of a team

Specialist Knowledge

Essential

• General:
• Data security
• Data Protection
• GDPR
• technical:
• Windows
• Data management
• Microsoft

Desirable

• Emis Web clinical software
• Emis Web appointments software

Qualifications

Essential

• Good basic education to GCSE level or equivalent

Desirable

• Prince 2 or equivalent project management qualification
• ECDL
• Other relevant qualifications would be favourably viewed

Experience

Essential

• Maintenance of data management

Desirable

• Health sector
• Primary care
• Project managing IT developments.
• Leadership or line management of a team of staff.

Other & personal attributes

Essential

• Enthusiastic, flexible and innovative
• Excellent attention to detail
• Excellent organisational skills
• Able to work under pressure & manage conflicting demands
• Eligibility for work in UK indefinitely
• DBS clearance

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Air Balloon Surgery

Address

Kenn Road

Bristol

BS5 7PD

Employer's website

http://www.airballoonsurgery.co.uk/p2637.html?a=0 (Opens in a new tab)