Job summary
Information Manager - Primary Care Directorate :
Would you like to become a member of our Primary Care Directorate management team supporting innovative care to our patient population as part of an outstanding CQC organisation and HSJ Trust of the Year?
We are looking to appoint a highly motivated and committed Information Manager to join our team. This is a developing post supporting the delivery of effective, quality and innovative integrated primary care services. As part of this role, you will support the Directorate across three general practice services, leading the implementation of the service's digital requirements and policy compliance. You will also support the Directorate's submission of the IG toolkit across all Directorate practices, developing consistent implementation and a unified approach.
You will contribute towards Directorate targets, including QOF,QIF and support the submission of financial claims as part of this process.
Main duties of the job
You will act as the primary Directorate information technology lead for implementation of all service digital requirements and policy compliance, including leading on GDPR implementation and management, providing guidance and support for the Primary Care Directorate.
You will monitor system software, such as pathology bloods and Docman to ensure these are working correctly and information is received promptly. You will also support practice team members regarding information technology trouble shooting and problem sorting.
In addition, you will support the Primary Care Directorate Leadership Team by providing clinical session planning and oversight of the EMIS electronic appointment book, including monitoring of patient access levels.
Where required, you will provide supervision of administrative staff and operational supervision and support of clinical staff in the absence of the Operational Management team.
You will project manage or contribute towards agreed project areas such as the implementation of new digital systems and you will liaise with external providers as part of this work.
You will contribute towards Directorate targets, including QOF,QIF, enhanced services and KPIs, including the management of agreed recall systems and submission of financial claims.
You will support and lead the Directorate's submission of the IG toolkit across all Directorate practices.
About us
AWARDED TRUST OF THE YEAR
Our vision is 'To be Outstanding in all we do and how we do it.' Our teams pride themselves on compassion, team work and resilience.
Our Trust is on an incredible journey of innovation and we'd like you to be part of it. To excel you will be an enthusiastic, caring and compassionate registered professional who is looking to work within a Trust that is ambitious to perform well and has been told by the Care Quality Commission that it is the fastest improving Mental Health Trust in the Country.
In return we offer;
A competitive progressive salary
We cover the cost of your DBS Check (£44)
Competitive staff benefits such as weekly offers and discounts
Individual Personal Development Plan and Career Progression
Excellent pension scheme available
27- 33 days annual leave, plus statutory bank holidays (pro rata)
Job description
Job responsibilities
Key Duties/Responsibilities
Communication & Relationship Skills
- To receive complex and sensitive information, such as digital software instructions or enhanced electronic clinical searches, and to relay this information as appropriate.
- To effectively communicate with team members requiring appropriate negotiation and persuasive skills.
- To effectively communicate with team members at all levels regarding projects and system changes, using persuasive and motivational skills to drive these forward. To present to team members and engage support at all levels regarding relevant projects, system changes and relevant external initiatives.
- To effectively communicate with external agencies relating to IT, primary care reporting services and activity claims.
- To ensure appropriate tact and diplomacy when liaising with patients, their families, staff groups or external agencies as required.
- Act as duty manager when required, including effective communication with patients or their families.
- Act as immediate point of contact for practice team members, trouble shooting and problem sorting.
- To act as a mentor where appropriate providing supportive feedback.
- Responsible for in staff training, including in-house training and induction of new administrative staff, and GP registrars and medical undergraduates, in own relevant areas.
Knowledge & Training
- Enhanced knowledge of clinical IT requirements within general practice: clinical system (EMIS) and associated software packages (such as Docman and Lexacom).
- Enhanced knowledge of QOF, QIF, Local and Direct Enhanced Services and associated activity reporting.
- Enhanced knowledge of activity software searches required as part of reporting including the use of Population Manager (EMIS), data searches (EMIS), Enquiry Manager and CQRS.
- Enhanced knowledge of GDPR.
- Enhanced knowledge of IG Toolkit.
- Wider knowledge of the Information Commissioner Office and submission of relevant data.
- Attend regular updates, clinical governance meetings and workshops.
- Knowledge of the key principles and methods of operational management of the practice.
- Lead team meetings as required providing updates, training and the introduction of new working practices.
Analytical & Judgement Skills
- Analyse and interpret appropriate software searches required to complete activity returns.
- Monitor and review designated projects within remit.
- Assessment of practice policies and procedures to ensure compliance with GDPR and annual IG Toolkit.
- Review appropriate national regulation and policy changes, providing relevant guidance and appropriate options as required. Analysis of facts, appraisals of options and appropriate judgement may be required as part of this.
- Propose and contribute towards the development new practice policies, systems and processes which will be implemented once agreed by the senior leadership team.
- Providing input and critical appraisal of existing and proposed work systems and protocols, contributing to their development.
Planning & Organisational Skills
- Supervision and maintenance of efficient administrative and reception support where required covering the Operational Management team, including adjustment of team rotas where necessary.
- Supervision of secretarial team and secretarial requirements of practice where required.
- Maintaining accurate practice clinical rotas including routine, on-call, GP registrars and medical undergraduates and collating sessional rotas for other clinical staff provided by ANP facilitator.
- Planning clinical session cover and oversight of the input of these onto the EMIS medical system, including the review and identification of clinical session gaps. Working with the senior leadership team to address such gaps which may require the post holder to source and book of appropriate locums.
- Liaising with out of hours services and ensuring that all communication equipment is available and in good working order.
- Participate in and prepare agenda for regular practice learning events (PLE) and other training events as required, produce minutes and action requirements as a result.
- To lead on relevant PLE events as needed, such as GDPR training.
- Lead for Gold Standards Framework Palliative Care quarterly meetings.
- Monitoring and maintenance of GP Registration links- troubleshoot and problem solving.
- Monitoring of Pathology Laboratory electronic links and also train administrative staff to undertake these tasks accurately.
- Monitoring of external software systems such as Docman and Out of Hours correspondence and taking appropriate action as necessary.
- Providing training in search and statistics software including EMIS Population Manager searches and CQRS. Guide and advise on outcomes of data searches.
- Managing relevant digital projects for Primary Care Services (either lead or in collaboration with colleagues) such as the migration to
merge of clinical systems or Patient On Line Access.
- Ensuring all new members of staff are set up on clinical system and all associated systems and deactivation for staff leavers.
- General maintenance of clinical system including software and hardware. Liaising with appropriate providers.
- Data security and protection lead (non clinical).
- Responsible for mandatory annual on line submission of Data Security & Protection toolkit.
- GDPR lead (in collaboration with manager colleagues/ Caldicott Guardian/DPO).
- Contribute to production and updating of practice protocols and procedures to comply with CQC requirements/Data Security and Protection.
- RA Agent for smartcards - required for unlocking of cards, renewing certificates etc
- Maintaining inventories of practice IT equipment (HIS and practice owned).
- Day to day IT problem solving and staff support within agreed boundaries.
Physical skills
- Knowledge of Choose and Book system/electronic referral implementation and troubleshooting.
- Knowledge of Docman software to lead on update implementation and troubleshooting.
- Knowledge of Emis Population Manager and CQRS.
- Practice lead for IT troubleshooting on a daily basis: specialising in clinical system queries, associated software problems, hardware problems.
- Ability to use Microsoft Office package including Word, Excel and Powerpoint
- Ability to accurately use the EMIS software system, Docman, Emis Workflow, GP2GP and other appropriate software packages.
Responsibility for Patient Care
- To act as Health and Safety officer/ Fire Officer in the absence of the Senior Leadership team.
- To act as Complaints Officer in absence of Operations Management team or Senior Leadership team. To assist the senior leadership team in investigation and response to complaints.
- To act as practice representative as necessary for patients, external agencies to maximise solution of problems or provision of information.
- Provide accurate data which may be required by outside agencies.
- To contribute towards and maintain the safety systems within the organisation.
Responsibility for Service Development
- Lead or contribute towards pilot schemes on behalf of the Senior Leadership Team, proposed by CCG and other external agencies and provide input into the efficacy for Primary Care Services, eg electronic pathology laboratory results testing.
- To propose and implement appropriate policies within determined parameters following authorisation by the senior leadership team.
- Contribute to analysis of patient needs within the practice through system development.
- Implement changes to working practices within approved remit following approval by senior leadership team.
- To develop and support the skills and capability of team members for which they are responsible.
Financial and Physical Resources
- Responsible for the monthly, quarterly and annual activity submissions for Enhanced Services and QOF payments to commissioning bodies via CQRS or manual spreadsheet to ensure optimum practice income.
- Comparison of in-house population reporting searches for Enhanced Services against GPES generated searches and challenge any discrepancies.
- Provide senior leadership team with information regarding payments due to the practice.
- Assist with monitoring of GP Contract QOF/local QIF performance indicators and actively contribute to relevant recall, data input and coding to maximise achievement.
- Responsibility for inventory completion of stationery and nursing stock on regular cyclical basis.
- Ongoing risk analysis of the working environment.
- Working with the senior leadership team to plan and allocate annual leave of clinical staff.
- Adjustment of clinical staffing rotas as necessary to ensure adequate and safe staff coverage including the use of locums where authorised by the senior leadership team.
- Contributing towards the preparation of End of Year accounts as required by the Finance department.
Human Resources
- Contribute to staff training and implementation of new working systems and monitoring for effectiveness.
- Assist and provide extended IT and induction support to GP registrars, medical undergraduates
- Act as managerial contact for staff with grievances, problems etc.
- Responsibility for supervision of reception, administrative and secretarial team members when providing Operational Management Team cover.
- Contribute towards staff selection process where appropriate.
- Contribute to disciplinary procedure when required and appropriate.
Information Resources
- Wide knowledge of patient services available and how to access them.
- Wide knowledge of external agencies.
- Act as a representative for the practice with parallel agencies and events.
- IT troubleshoot and reporting of faults.
- Contribute to and lead on agreed IT practice projects and upgrades.
Research and Development
- Assist with in-house medical audit, search and statistics, recall systems.
- Assist in the provision of data to agencies as required for research purposes.
- Attend regular workshops and updates.
- Aim to follow PDP as formulated by appraisal.
Job description
Job responsibilities
Key Duties/Responsibilities
Communication & Relationship Skills
- To receive complex and sensitive information, such as digital software instructions or enhanced electronic clinical searches, and to relay this information as appropriate.
- To effectively communicate with team members requiring appropriate negotiation and persuasive skills.
- To effectively communicate with team members at all levels regarding projects and system changes, using persuasive and motivational skills to drive these forward. To present to team members and engage support at all levels regarding relevant projects, system changes and relevant external initiatives.
- To effectively communicate with external agencies relating to IT, primary care reporting services and activity claims.
- To ensure appropriate tact and diplomacy when liaising with patients, their families, staff groups or external agencies as required.
- Act as duty manager when required, including effective communication with patients or their families.
- Act as immediate point of contact for practice team members, trouble shooting and problem sorting.
- To act as a mentor where appropriate providing supportive feedback.
- Responsible for in staff training, including in-house training and induction of new administrative staff, and GP registrars and medical undergraduates, in own relevant areas.
Knowledge & Training
- Enhanced knowledge of clinical IT requirements within general practice: clinical system (EMIS) and associated software packages (such as Docman and Lexacom).
- Enhanced knowledge of QOF, QIF, Local and Direct Enhanced Services and associated activity reporting.
- Enhanced knowledge of activity software searches required as part of reporting including the use of Population Manager (EMIS), data searches (EMIS), Enquiry Manager and CQRS.
- Enhanced knowledge of GDPR.
- Enhanced knowledge of IG Toolkit.
- Wider knowledge of the Information Commissioner Office and submission of relevant data.
- Attend regular updates, clinical governance meetings and workshops.
- Knowledge of the key principles and methods of operational management of the practice.
- Lead team meetings as required providing updates, training and the introduction of new working practices.
Analytical & Judgement Skills
- Analyse and interpret appropriate software searches required to complete activity returns.
- Monitor and review designated projects within remit.
- Assessment of practice policies and procedures to ensure compliance with GDPR and annual IG Toolkit.
- Review appropriate national regulation and policy changes, providing relevant guidance and appropriate options as required. Analysis of facts, appraisals of options and appropriate judgement may be required as part of this.
- Propose and contribute towards the development new practice policies, systems and processes which will be implemented once agreed by the senior leadership team.
- Providing input and critical appraisal of existing and proposed work systems and protocols, contributing to their development.
Planning & Organisational Skills
- Supervision and maintenance of efficient administrative and reception support where required covering the Operational Management team, including adjustment of team rotas where necessary.
- Supervision of secretarial team and secretarial requirements of practice where required.
- Maintaining accurate practice clinical rotas including routine, on-call, GP registrars and medical undergraduates and collating sessional rotas for other clinical staff provided by ANP facilitator.
- Planning clinical session cover and oversight of the input of these onto the EMIS medical system, including the review and identification of clinical session gaps. Working with the senior leadership team to address such gaps which may require the post holder to source and book of appropriate locums.
- Liaising with out of hours services and ensuring that all communication equipment is available and in good working order.
- Participate in and prepare agenda for regular practice learning events (PLE) and other training events as required, produce minutes and action requirements as a result.
- To lead on relevant PLE events as needed, such as GDPR training.
- Lead for Gold Standards Framework Palliative Care quarterly meetings.
- Monitoring and maintenance of GP Registration links- troubleshoot and problem solving.
- Monitoring of Pathology Laboratory electronic links and also train administrative staff to undertake these tasks accurately.
- Monitoring of external software systems such as Docman and Out of Hours correspondence and taking appropriate action as necessary.
- Providing training in search and statistics software including EMIS Population Manager searches and CQRS. Guide and advise on outcomes of data searches.
- Managing relevant digital projects for Primary Care Services (either lead or in collaboration with colleagues) such as the migration to
merge of clinical systems or Patient On Line Access.
- Ensuring all new members of staff are set up on clinical system and all associated systems and deactivation for staff leavers.
- General maintenance of clinical system including software and hardware. Liaising with appropriate providers.
- Data security and protection lead (non clinical).
- Responsible for mandatory annual on line submission of Data Security & Protection toolkit.
- GDPR lead (in collaboration with manager colleagues/ Caldicott Guardian/DPO).
- Contribute to production and updating of practice protocols and procedures to comply with CQC requirements/Data Security and Protection.
- RA Agent for smartcards - required for unlocking of cards, renewing certificates etc
- Maintaining inventories of practice IT equipment (HIS and practice owned).
- Day to day IT problem solving and staff support within agreed boundaries.
Physical skills
- Knowledge of Choose and Book system/electronic referral implementation and troubleshooting.
- Knowledge of Docman software to lead on update implementation and troubleshooting.
- Knowledge of Emis Population Manager and CQRS.
- Practice lead for IT troubleshooting on a daily basis: specialising in clinical system queries, associated software problems, hardware problems.
- Ability to use Microsoft Office package including Word, Excel and Powerpoint
- Ability to accurately use the EMIS software system, Docman, Emis Workflow, GP2GP and other appropriate software packages.
Responsibility for Patient Care
- To act as Health and Safety officer/ Fire Officer in the absence of the Senior Leadership team.
- To act as Complaints Officer in absence of Operations Management team or Senior Leadership team. To assist the senior leadership team in investigation and response to complaints.
- To act as practice representative as necessary for patients, external agencies to maximise solution of problems or provision of information.
- Provide accurate data which may be required by outside agencies.
- To contribute towards and maintain the safety systems within the organisation.
Responsibility for Service Development
- Lead or contribute towards pilot schemes on behalf of the Senior Leadership Team, proposed by CCG and other external agencies and provide input into the efficacy for Primary Care Services, eg electronic pathology laboratory results testing.
- To propose and implement appropriate policies within determined parameters following authorisation by the senior leadership team.
- Contribute to analysis of patient needs within the practice through system development.
- Implement changes to working practices within approved remit following approval by senior leadership team.
- To develop and support the skills and capability of team members for which they are responsible.
Financial and Physical Resources
- Responsible for the monthly, quarterly and annual activity submissions for Enhanced Services and QOF payments to commissioning bodies via CQRS or manual spreadsheet to ensure optimum practice income.
- Comparison of in-house population reporting searches for Enhanced Services against GPES generated searches and challenge any discrepancies.
- Provide senior leadership team with information regarding payments due to the practice.
- Assist with monitoring of GP Contract QOF/local QIF performance indicators and actively contribute to relevant recall, data input and coding to maximise achievement.
- Responsibility for inventory completion of stationery and nursing stock on regular cyclical basis.
- Ongoing risk analysis of the working environment.
- Working with the senior leadership team to plan and allocate annual leave of clinical staff.
- Adjustment of clinical staffing rotas as necessary to ensure adequate and safe staff coverage including the use of locums where authorised by the senior leadership team.
- Contributing towards the preparation of End of Year accounts as required by the Finance department.
Human Resources
- Contribute to staff training and implementation of new working systems and monitoring for effectiveness.
- Assist and provide extended IT and induction support to GP registrars, medical undergraduates
- Act as managerial contact for staff with grievances, problems etc.
- Responsibility for supervision of reception, administrative and secretarial team members when providing Operational Management Team cover.
- Contribute towards staff selection process where appropriate.
- Contribute to disciplinary procedure when required and appropriate.
Information Resources
- Wide knowledge of patient services available and how to access them.
- Wide knowledge of external agencies.
- Act as a representative for the practice with parallel agencies and events.
- IT troubleshoot and reporting of faults.
- Contribute to and lead on agreed IT practice projects and upgrades.
Research and Development
- Assist with in-house medical audit, search and statistics, recall systems.
- Assist in the provision of data to agencies as required for research purposes.
- Attend regular workshops and updates.
- Aim to follow PDP as formulated by appraisal.
Person Specification
Qualification
Essential
- Degree in relevant business, information software or managerial area or relevant experience with an appropriate setting.
Desirable
- Relevant training in GDPR, information governance & data protection
- Relevant training in EMIS and associated software packages
- Relevant training in data collection and searches
Experience & knowledge
Essential
- Primary or Secondary Health Care role experience
Project management
Essential
- Project management qualification or equivalent experience
Supervisory experience
Essential
Person Specification
Qualification
Essential
- Degree in relevant business, information software or managerial area or relevant experience with an appropriate setting.
Desirable
- Relevant training in GDPR, information governance & data protection
- Relevant training in EMIS and associated software packages
- Relevant training in data collection and searches
Experience & knowledge
Essential
- Primary or Secondary Health Care role experience
Project management
Essential
- Project management qualification or equivalent experience
Supervisory experience
Essential
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.
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).
Additional information
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.
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).
