Data Assistant - Band 4 - Radiology

West Suffolk NHS Foundation Trust

This job is now closed

Job summary

The data assistant forms part of the data processing team in the radiology department and performs vital tasks to ensure patient records are correct, and to locate and rectify any errors or omissions. Requiring considerable communication with other staff, the successful applicant will be encouraged to engage with all diagnostic imaging areas to gain as much knowledge as possible, as they will also provide assistance to those staff with regard to digital systems. Once trained, the role allows for a reasonable amount of autonomy

The data assistant will join the digital data team but will also form part of the overall administration team helping to provide the best possible service to patients

Main duties of the job

The data assistant monitors the integrity of the information held on the radiology department digital systems. This includes all imaging obtained from xrays, magnetic reasonance (MR), computerised tomography (CT), ultrasound (US) and nuclear medicine (NM).

External data from other sites, hospitals, and departments are also stored on the radiology archives so therefore must also be checked for errors or discrepancies.

Full training will be given but a fundamental logical approach is essential to build an understanding of the connections between the various systems departmental and Trustwide.

Obtaining a good overview of imaging processes, and pathways between systems, will give the post holder the confidence to perform the necessary tasks and will lead to greater autonomy in the role

The post requires constant liaison with other departmental, Trust and community staff, so good communications skills are very important

About us

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

Were a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and childrens ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Date posted

15 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year Pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

C9179-23-5015-C

Job locations

Harwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Job description

Job responsibilities

Please see the full job description for more detail in supporting information

JOB PURPOSE:

1. To support the PACS manager and the RIS manager in keeping all patient and departmental data up to date and correct by planned, ad hoc and continuous data checking and updating

2. To support the users of both PACS and RIS

3. To work with all other teams to ensure processes are adhered to and data is therefore accurate

4. To participate in the 24/7 PACS on call team as necessary

KEY TASKS:

1. Communication and team working

1.1 To be part of the data processing team, carrying out all the associated tasks including monitoring, fixing and updating ,

1.2 Liaise closely with all levels of departmental staff regarding all aspects of administration of

the patient attendance, via the use of paper and/or computed information.

1.3 Liaise closely with departmental staff regarding the use of and updating of systems and

equipment

1.4 Liaise with other clinicians, departments, areas, and Trusts to assist in providing the best possible service to the patients

1.5 Attend meetings as required

2. Planning and Organising

2.1 Respond immediately to telephoned requests from WSFT staff for images to be sent or requested from other Trusts and companies

2.2 Follow the planned schedule for checking orders and requests and update as necessary

2.3 Follow the planned schedule for checking waiting lists and update as necessary

2.4 Check the follow up lists and update if required, send invitation letters as necessary. Follow the planned timescale to remove unattended from waiting list

2.5 Follow the planned schedule for checking unreported exams, update as necessary

2.6 Plan and complete all other duties relating to data checking, updating and cleansing as needed on a daily, weekly, monthly or quarterly requirement

2.3 Responsible for monitoring the Radiology transfer emails and acting on them

2.4 Responsible for monitoring and administering the Image Exchange Portal web site

Transactions

2.5 Monitor the queues on the IEP and adjust as necessary

2.6 Monitor lists on EI including imported discs, images on cancelled events, etc and adjust as

necessary

2.7 Work as part of the administration team with due consideration given to the requirements

for completion of planned and ad hoc tasks

2.8 Is aware of departmental workload and assists as necessary in any of the administration

areas, including reception

3. Managing People and Resources

Participate as required in the distribution and/or replacement of new equipment

4. Training and Teaching

4.1 Assist in training for new data administration staff.

5. Research and Development

5.1 Undertake and complete as requested any adhoc statistical reports as required from CRIS or

Agfa EI BI

5.2. Participate in departmental/Trust audits as required e.g. timing audit, patient satisfaction

survey

5.3 Undertake surveys or audits as required for own work

6. Policy and Service Development

6.1 Assimilate, and work to, stringent departmental guidelines.

6.2 Work in conjunction with the ISM, RIS Manager and PACS manager to implement new working systems in a bid to improve efficiency and use of resources

6.3 Propose changes to policies within own work area

6.4 Attend monthly administration team meetings

6.5 Attend regular PACS/RIS meetings

7. Administration

7.1 Operate computer terminals for imputing and accessing information as necessary,

including the hospital e-Care system, the RIS, PACS (EI), and report viewer 7.2 Monitor continuously and update as necessary all imaging on the PACS QC list

7.2 Carry out data upload or data entry into spread sheets and databases as required to

provide internal and external information

7.3 As necessary input images to the PACS system

7.4 As necessary export images to dvd for PPs or foreign nationals, and record all

transactions

7.5 As necessary monitor the transfers email and the IEP system ensuring all requests and

transfers are actioned in a timely manner

7.6 Follow Departmental Standard Operating Procedures

7.7 Any other duties that may be defined by the PACS and Admin Manager, the RIS Manager

or the DISM

8. Knowledge

8.1 Demonstrate a clear understanding of the data flows with departmental computer and

paper based systems in order to enter and retrieve information, and any actions needed

to make or amend data as necessary

8.2 Able to interrogate all departmental systems and analyse the information obtained

8.3 Demonstrate a clear understanding of Excel

9. Clinical and Professional

9.1 Behave courteously and professionally at all times

9.2 Attend suitable seminars and courses as part of personal development and to further the service provision of the department

9.3 All staff will be fully trained in customer care