Job summary
We are seeking a detail-oriented and organised Orthopaedic Data Administrator to join our team on a 12-month fixed-term contract. Working 15 hours per week, you will play a key role in supporting the accuracy and quality of patient data within our orthopaedic and plastics registries.
In this role, you will:
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Use hospital systems (EPIC) and Microsoft Office to gather, document, and input patient information.
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Carry out regular accuracy checks and collaborate effectively with data and clinical teams to ensure records are correct and up to date.
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Manage data for the National Hip Fracture Database, including timely follow-up with patients 120 days post-procedure.
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Contact patients to verify and update personal and contact details when required.
Your contribution will directly support our commitment to exceptional patient care by ensuring that data is precise, reliable, and readily available to inform clinical decisions and service improvements.
Main duties of the job
In this role, your fundamental task is to manage patient data with precision, using our hospital systems to collate the data, tracking and recording using Microsoft Office, and then entering the data into the orthopaedic and plastics registries. It's vital to keep this data accurate and regularly updated, as it supports our internal and national reporting requirements. You will work in a key role that requires close attention to detail and diligent record-keeping, as well as active coordination with the clinical data team. The role involves regular checks to ensure all data is correct and involves communicating with patients to verify their details when needed and post operative follow up calls for registry purposes. We're looking for someone who is thorough, can proactively work with various healthcare professionals, and is committed to high standards of data quality and patient care.
About us
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available. Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too. We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users. Frimley Health Trust benefits on Vimeo
Job description
Job responsibilities
- Responsible for precise data collection, tracking, and entry into National registries with the team. The key registries within the department are: National Hip Fracture Database (NHFD), National Joint Registry (NJR), British Spinal Registry (BSR), and Hand Registry. Flexibility is key, as you may transition to support other registries based on service needs, ensuring an even distribution of workload within the team.
- Utilise Trust IT systems (EPIC patient record system, Microsoft Package including word/excel, Informatics reports) to collate data required for audit requirements both internally and nationally.
- Monitor data quality, escalate, and raise awareness of inaccuracies to Clinical Data Manager and relevant members of staff. Ensure all areas of registry data are completed and validated.
- Compile and return data summaries regularly, demonstrating compliance and readiness for internal and external audits, sharing data as needed.
- Regularly review the processes during meetings with manager and team, suggesting any improvements for efficiency collaboratively.
- Work with the Data Manager and other key staff to establish core processes for reviewing data, validation, and presentation purposes.
- Liaise with relevant staff to identify and ensure all eligible patient information is entered into the appropriate database. Checking patient consent for the relevant registries.
- Manage phone calls in a professional and timely manner, adhering to the target set by the department and Trust. This includes contacting patients for the NHFD database to collect 120 days post-operation information, documenting the outcomes and escalating any issues to data manager and team. Additionally reaching out to patients for the other registries to update contact details/email addresses in the system as required.
- Interact with patients respectfully, ensuring their demographic and daytime contact numbers are obtained on each individual call and updated on the system in accordance with Information Quality Assurance.
- Ensure strict confidentiality is maintained in respect of patient records and correspondence received in the department in accordance with Trust policy.
- Support the Trust in achieving NHS targets and ensuring patient data collection, entry, and logging are completed accurately and timely.
- Maintain office equipment, handle post and emails daily, attend team meetings, and work collaboratively as a team, cover colleagues work during holidays and other absences.
- Be flexible and multi-skilled in supporting other administrative duties that may be required occasionally by the manager to facilitate the smooth running of the directorate.
- Support modernisation of projects, be proactive in team initiatives, and be versatile in your role to assist across the department as needed for smooth running of the directorate.
- Take part in staff training, seek additional training as needed, and become familiar with the responsibilities of the role. Maintain personal training file, request annual appraisal.
- Establish a good working relationship with key personnel within the directorate, alongside ED, Theatres, Quality and Audit, Informatics and Coding, and other key specialties as necessary.
- Liaise with relevant Clinical Governance staff and provide information as required.
- Maintain information in files and databases according to Data Protection, Caldicott principles and department protocols.
- Gather data and contribute to the analysis of statistics and information for audit purposes.
- Become familiar with and adhere to directorate / organisational procedures.
- To support the implementation of all new IT and patient administration systems
- Always follow all Trust and local policies and procedures.
- The Trust is an Equal Opportunities Employer. The post holder is at all times expected to carry out duties in accordance with the Trusts Equal Opportunities Policy.
- Frimley Health operates a no smoking policy. Staff smoking is not permitted on Trust premises.
- You are required to take reasonable care for the Health and Safety of yourself and other persons who may be affected by your acts or omissions at work. To ensure that statutory and departmental safety regulations are adhered to.
- The post holder is responsible for the management of risk in all the areas for which they are responsible. The Post holder is also responsible for ensuring compliance with the Trusts Health and Safety Policy.
Job description
Job responsibilities
- Responsible for precise data collection, tracking, and entry into National registries with the team. The key registries within the department are: National Hip Fracture Database (NHFD), National Joint Registry (NJR), British Spinal Registry (BSR), and Hand Registry. Flexibility is key, as you may transition to support other registries based on service needs, ensuring an even distribution of workload within the team.
- Utilise Trust IT systems (EPIC patient record system, Microsoft Package including word/excel, Informatics reports) to collate data required for audit requirements both internally and nationally.
- Monitor data quality, escalate, and raise awareness of inaccuracies to Clinical Data Manager and relevant members of staff. Ensure all areas of registry data are completed and validated.
- Compile and return data summaries regularly, demonstrating compliance and readiness for internal and external audits, sharing data as needed.
- Regularly review the processes during meetings with manager and team, suggesting any improvements for efficiency collaboratively.
- Work with the Data Manager and other key staff to establish core processes for reviewing data, validation, and presentation purposes.
- Liaise with relevant staff to identify and ensure all eligible patient information is entered into the appropriate database. Checking patient consent for the relevant registries.
- Manage phone calls in a professional and timely manner, adhering to the target set by the department and Trust. This includes contacting patients for the NHFD database to collect 120 days post-operation information, documenting the outcomes and escalating any issues to data manager and team. Additionally reaching out to patients for the other registries to update contact details/email addresses in the system as required.
- Interact with patients respectfully, ensuring their demographic and daytime contact numbers are obtained on each individual call and updated on the system in accordance with Information Quality Assurance.
- Ensure strict confidentiality is maintained in respect of patient records and correspondence received in the department in accordance with Trust policy.
- Support the Trust in achieving NHS targets and ensuring patient data collection, entry, and logging are completed accurately and timely.
- Maintain office equipment, handle post and emails daily, attend team meetings, and work collaboratively as a team, cover colleagues work during holidays and other absences.
- Be flexible and multi-skilled in supporting other administrative duties that may be required occasionally by the manager to facilitate the smooth running of the directorate.
- Support modernisation of projects, be proactive in team initiatives, and be versatile in your role to assist across the department as needed for smooth running of the directorate.
- Take part in staff training, seek additional training as needed, and become familiar with the responsibilities of the role. Maintain personal training file, request annual appraisal.
- Establish a good working relationship with key personnel within the directorate, alongside ED, Theatres, Quality and Audit, Informatics and Coding, and other key specialties as necessary.
- Liaise with relevant Clinical Governance staff and provide information as required.
- Maintain information in files and databases according to Data Protection, Caldicott principles and department protocols.
- Gather data and contribute to the analysis of statistics and information for audit purposes.
- Become familiar with and adhere to directorate / organisational procedures.
- To support the implementation of all new IT and patient administration systems
- Always follow all Trust and local policies and procedures.
- The Trust is an Equal Opportunities Employer. The post holder is at all times expected to carry out duties in accordance with the Trusts Equal Opportunities Policy.
- Frimley Health operates a no smoking policy. Staff smoking is not permitted on Trust premises.
- You are required to take reasonable care for the Health and Safety of yourself and other persons who may be affected by your acts or omissions at work. To ensure that statutory and departmental safety regulations are adhered to.
- The post holder is responsible for the management of risk in all the areas for which they are responsible. The Post holder is also responsible for ensuring compliance with the Trusts Health and Safety Policy.
Person Specification
Qualifications
Essential
- NVQ level 3 or equivalent in business administration/IT.
- Minimum of 5 GCSEs Grade C or above or an equivalent.
Experience
Essential
- Experience of working with computers.
- Microsoft - Word / Excel experience.
Desirable
Skills & Knowledge
Essential
- Able to communicate effectively with staff at all levels.
- Analytical ability
- Demonstrate attention to detail and accuracy when completing tasks.
- Be able to prioritise work
- Able to work under pressure
- Able to work with as part of a team.
- Able to meet deadlines
- Able to prioritise work quickly in light of unexpected events
Desirable
- Able to exercise initiative to resolve problems when appropriate.
Person Specification
Qualifications
Essential
- NVQ level 3 or equivalent in business administration/IT.
- Minimum of 5 GCSEs Grade C or above or an equivalent.
Experience
Essential
- Experience of working with computers.
- Microsoft - Word / Excel experience.
Desirable
Skills & Knowledge
Essential
- Able to communicate effectively with staff at all levels.
- Analytical ability
- Demonstrate attention to detail and accuracy when completing tasks.
- Be able to prioritise work
- Able to work under pressure
- Able to work with as part of a team.
- Able to meet deadlines
- Able to prioritise work quickly in light of unexpected events
Desirable
- Able to exercise initiative to resolve problems when appropriate.
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.
