PAS Administrator

Job description

Job responsibilities

PAS System

1) Create/amend/cancel/delete clinic templates as approved by the Clinic Mandate process following agreed procedures.

2) Ensure all CaB slots are correctly identified by relevant service Identifications, Liaising with Service Definers and General Managers on Directory of Service records and monitoring the publication, availability and system issues on a daily basis.

3) Reschedule clinics following agreed procedures and within agreed timescales as instructed by Consultants via Divisional management teams. Ensure that correct process are followed were Consultant Transfers occur and monitor any possible negative impact on 18 week RTT pathways; Liaising with the Divisional management team as appropriate.

4) Assist the PAS & Patient Access Centre (PAC) Manager to ensure maximum PAS functionality is utilised including the completion of weekly rounds to key departments and sections; providing 1 to 1 training as required; Advising users via email and Telephone queries/issues; creating and maintaining user processes and procedures.

5) Create/ amend/ upload letter templates liaising with Divisional Management teams ensuring that NHS policies and guidance are adhered to.

6) Maintain PAS system/ information reference files e.g. OPCs codes, ICD10 codes, Consultants, GPs, Alternative numbers, Terminals, Risks, Validation codes.

7) Provide first and second level assistance on correct system procedures to follow.

8) Correcting complex user errors on patient records e.g., Discharge reasons, Management Intention, Method of Admission, Episodes.

9) Ensure that all PAS Support requests are completed and responded to effectively and efficiently following agreed procedures.

10) Set up/amend/close user accounts, user groups and maintain PAS reference files

11) Test new software releases in the relevant test environment liaising with software supplier and IT Training as appropriate; reporting any errors to software suppliers prior to loading onto the live environment.

12) Involve/Liaise with end users in testing new software releases prior to loading into the live & training accounts.

13) Proactively encourage users to put forward request for change of the PAS system and procedures; acting on them as appropriate with agreement from the PAS & PAC Manager.

14) Deal with complex telephone/email enquiries from users concerning PAS functionality and issues; ensuring advice is given in a non technical language. Queries must be dealt with in a timely manner or escalated to the PAS & PAC Manager and system/software suppliers as appropriate.

15) Provide guidance, planning and implementation assistance to the PAS & PAC Manager on ad-hoc PAS projects; liaising and reporting on progress as appropriate.

16) Assist the PAS & PAC Manager in estimating and identifying timescales and resources required for ad-hoc PAS projects

17) Monitor User Support requirements and volumes; identify and action as appropriate, any gaps in user knowledge and skills.

18) Deal with errors on PAS as and when reported by users, ensuring all errors are communicated concisely with software/hardware suppliers and resolved/followed up in a timely manner. Effective communication is required as some issues may impact on service delivery and patient care.

19) Prepare necessary documentation for new releases of PAS software including Training & Guidance documentation and updated procedures.

20) Assist the PAS & PAC Manager in keeping reference files up-to-date as per national standards and guidance.

21) Liaise with the Informatics in the extraction and analyse of data from the PAS system.

22) Provide One to One training on the PAS System as required on an adhoc basis.

23) Monitor interfaces with the PAS system and liaise with relevant system leads, I.T. and software suppliers for resolving issues and establishing/ implementing work rounds.

24) Attend and contribute to adhoc meetings with other trust colleagues as and when required.

Data Quality

25) Deal with complex telephone/email enquiries from users concerning Data Quality issues ensuring advice is given in a non technical language. Queries must be dealt with in a timely manner or escalated to the PAS & PAC Manager as appropriate.

26) Regularly undertake and ensure Data Quality audits are completed.

27) Ensure regular Duplicate Registration reports are produced, analysed and discussed with the Medical Records Manager to ensure case notes and ICS PAS are merged.

28) Ensure regular PAS missing data reports are produced and all missing data is updated on PAS in a timely manner.

29) Validate data against the Patient Demographics Service (PDS) ensuring that the information held is correct and up to date

30) Update patient PAS details and remove activity from the PAS for deceased patients; informing Medical Records of patients PAS number and adhering to the Notification of Death Procedure.

31) Produce, Update and Disseminate to Trust staff PAS System procedures and protocols as agreed with the PAS & PAC Manager.

32) Assist in the development & implementation of new systems, procedures and protocols.

PAS/PAC Office

33) Undertake any other reasonable and appropriate duties as may be requested by the PAS & PAC Manager.

34) Support and cross cover of duties in PAC team when required, in times of vacancies and sickness.

35) Carry out training for Trust staff on PAS system.

36) Carry out improvement workshops for PAS users.

37) Take responsibility for induction and training of new starters to include IT network access, Smart cards, Access swipe cards, Car parking, PAS training and mandatory training etc.

38) Manage the implementation of change which may effect working practices and help staff to adjust to such changes

39) Promote the values outlined in The Walton Way.

COMMUNICATION:

40) Liaise with Clinicians, Divisional Managers, Secretariat, Satellite secretaries, PAC and Medical Records staff to ensure the accurate and timely collection of Patient and work request data.

41) Liaise with PAS software/system suppliers and other Trusts.

42) Be able to communicate complex information to a variety of people including, Clinicians, management teams, suppliers and service users.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent.
• ECDL certificate or equivalent
• NVQ level 3 or equivalent experience

Desirable

• Prince 2 Foundation or equivalent

Knowledge & Experience

Essential

• Experience in an acute NHS Trust
• Experienced PAS user
• Experience of accurate and timely data entry and producing reports
• Data Quality Experience and Data Standards Knowledge
• Knowledge of Hospital procedures
• Sound understanding of Information Governance including Data Protection and Confidentiality.

Desirable

• Importing & Presenting data using Microsoft Excel and Word
• Knowledge of Patient Access targets
• Knowledge of C&B system
• Experience of dealing with suppliers and other agencies

Skills & Attributes

Essential

• Time management skills
• Proven ability to achieve deadlines.
• Excellent communication skills
• Ability to communicate complex information at all levels
• Ability to work as part of a team and independently
• Ability to work using own initiative and methodically
• Excellent organisational skills
• Ability to analyse complex data.
• Can deliver timely and accurate data whilst working under pressure.
• Reliable and committed.
• Professional approach to work and colleagues
• Able to develop good working relationships.
• Ability to maintain confidentiality
• Excellent IT skills
• Willingness to work in a changing environment
• High level Problem Solving Skills

Other

Essential

• Flexible approach to working hours

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

The Walton Centre NHS Foundation Trust

Address

Walton Neurology Centre

Sid Watkins Building

Liverpool

L9 7LJ

Employer's website

https://www.thewaltoncentre.nhs.uk/ (Opens in a new tab)