Job summary
Are you a highly motivated professional with a passion for improving healthcare through innovative electronic health records management? We're in search of an Electronic Health Records Analyst to join our dynamic team. In this role, you will have the opportunity to oversee a substantial portfolio of document templates, focusing on accuracy and efficiency in electronic health records (EHR) and related processes. Proficiency in Office 365 tools, especially SharePoint, will be vital as you develop and maintain document management solutions. Effective communication and problem-solving skills are a must, as you'll be responsible for delivering training, providing user support, and influencing our staff to optimize our EHR systems. If you're a detail-oriented individual committed to maintaining high standards and making a positive impact on healthcare and health records processes, we encourage you to apply and become a key part of our innovative and collaborative team.
For an informal discussion about the post, please contact EHR Lead Suthakar John Edison on suthakar.johnedison@bedsft.nhs.uk
Main duties of the job
As the Electronic Health Records (EHR) Analyst, your primary responsibilities encompass a range of critical functions. You will be instrumental in managing the organization's document portfolio, collaborating with clinical and administrative staff to design and create clinical documents while ensuring version control and timely updates to reflect policy changes. Additionally, you'll support the EHR Lead in overseeing digital and paper clinical documents. In the realm of SharePoint administration, you will manage and maintain SharePoint sites and document repositories, optimizing workflows and document accessibility in coordination with IT and end-users. You will also play a pivotal role in Change Advisory Board (CAB) coordination, facilitating discussions on EHR system changes, assessing potential impacts, and coordinating risk management activities, capturing, documenting, and analyzing potential risks and incidents. Furthermore, you'll provide support for the day-to-day EHR system management, troubleshoot EHR-related issues, and ensure compliance with healthcare regulations and standards. Collaborating with various stakeholders, you'll work across teams to streamline document management, EHR, and risk management processes, identifying opportunities for improvement and participating in initiatives to enhance overall effectiveness and service quality.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
Document portfolio management
Design and create various Clinical documents liaising with Clinical and Administrative staff throughout the Trust.
Establish and maintain a version control system for all documents, ensuring that the latest versions are accessible to authorized personnel.
Regularly review and update documents as needed to reflect changes in policies or best practices.
Support the eHR Lead in managing the Digital and paper clinical documents portfolio
SharePoint Administration:
Manage and maintain SharePoint sites, libraries, and document repositories to ensure effective organization and accessibility of documents.
Collaborate with IT and end-users to optimize SharePoint workflows and document management processes.
Change Advisory Board (CAB) Coordination:
Coordinate meetings and communications for the EHR Change Advisory Board, facilitating discussions on proposed changes, updates, and enhancements to the EHR system.
Ensure that change requests are thoroughly reviewed and assessed for potential impacts by relevant teams on the EHR system and patient care processes.
Risk Management:
Assist in managing the Hospital Risk Management system in line with eHR, including capturing, documenting, and analyzing potential risks and incidents.
Collaborate with relevant departments to implement risk mitigation strategies and monitor the effectiveness of risk control measures.
EHR Support:
Provide support to the EHR Lead in day-to-day management and maintenance of the EHR system.
Assist in troubleshooting EHR-related issues and coordinating with wider trust teams
Compliance and Regulatory Standards:
Ensure that all documents and processes comply with relevant healthcare regulations, standards, and policies.
Keep abreast of industry changes and regulatory requirements related to document management, EHR, and risk management.
Cross-Functional Collaboration:
Collaborate with various stakeholders, including healthcare professionals, IT teams, Information Team, Scanning Teams and administrative staff, to ensure smooth coordination of document management, EHR, and risk management activities.
Process Improvement:
Identify opportunities for process improvement and efficiency in document management, EHR, and risk management practices.
Suggest and participate in initiatives to enhance overall effectiveness and quality of services.
Job description
Job responsibilities
Document portfolio management
Design and create various Clinical documents liaising with Clinical and Administrative staff throughout the Trust.
Establish and maintain a version control system for all documents, ensuring that the latest versions are accessible to authorized personnel.
Regularly review and update documents as needed to reflect changes in policies or best practices.
Support the eHR Lead in managing the Digital and paper clinical documents portfolio
SharePoint Administration:
Manage and maintain SharePoint sites, libraries, and document repositories to ensure effective organization and accessibility of documents.
Collaborate with IT and end-users to optimize SharePoint workflows and document management processes.
Change Advisory Board (CAB) Coordination:
Coordinate meetings and communications for the EHR Change Advisory Board, facilitating discussions on proposed changes, updates, and enhancements to the EHR system.
Ensure that change requests are thoroughly reviewed and assessed for potential impacts by relevant teams on the EHR system and patient care processes.
Risk Management:
Assist in managing the Hospital Risk Management system in line with eHR, including capturing, documenting, and analyzing potential risks and incidents.
Collaborate with relevant departments to implement risk mitigation strategies and monitor the effectiveness of risk control measures.
EHR Support:
Provide support to the EHR Lead in day-to-day management and maintenance of the EHR system.
Assist in troubleshooting EHR-related issues and coordinating with wider trust teams
Compliance and Regulatory Standards:
Ensure that all documents and processes comply with relevant healthcare regulations, standards, and policies.
Keep abreast of industry changes and regulatory requirements related to document management, EHR, and risk management.
Cross-Functional Collaboration:
Collaborate with various stakeholders, including healthcare professionals, IT teams, Information Team, Scanning Teams and administrative staff, to ensure smooth coordination of document management, EHR, and risk management activities.
Process Improvement:
Identify opportunities for process improvement and efficiency in document management, EHR, and risk management practices.
Suggest and participate in initiatives to enhance overall effectiveness and quality of services.
Person Specification
Qualifications
Essential
- oEducation to Degree level in IT or equivalent experience
- oEvidence of continuous professional development
Desirable
- Customer service training
Communication Skills
Essential
- Excellent communication skills
- Ability to influence and persuade others
Experience
Essential
- Experience of dealing with all levels of staffs
- Multiple Clinical application user
- Manage large portfolio of document templates
- Experience of Designing/creating wireframes of e-HR documents
Desirable
- Experience in health records applications in NHS or health care setting
IT Knowledge
Essential
- Computer literate
- Skillful in Office 365 - Particularly SharePoint, Excel, Word and Outlook
- Develop document management solutions on SharePoint
Desirable
- Basic knowledge and understanding of Microsoft SQL
- Experience in designing with better UX
- ECDL - European Computer Driving License
Skills
Essential
- Effective planning, prioritizing & organizational skills
- Ability to use initiative and meet deadlines
- Ability to develop good and effective employee relations
- Ability to deliver training
- Ability to meet deadlines
- Ability to manage difficult situations under pressure
- Flexible to needs of service
- Ability to work & problem solve whilst achieving targets
- Demonstrate commitment to achieving high standards
Personal Skills
Essential
- Approachable and sympathetic to staff needs
- Accurate and methodical in all aspects of work
Person Specification
Qualifications
Essential
- oEducation to Degree level in IT or equivalent experience
- oEvidence of continuous professional development
Desirable
- Customer service training
Communication Skills
Essential
- Excellent communication skills
- Ability to influence and persuade others
Experience
Essential
- Experience of dealing with all levels of staffs
- Multiple Clinical application user
- Manage large portfolio of document templates
- Experience of Designing/creating wireframes of e-HR documents
Desirable
- Experience in health records applications in NHS or health care setting
IT Knowledge
Essential
- Computer literate
- Skillful in Office 365 - Particularly SharePoint, Excel, Word and Outlook
- Develop document management solutions on SharePoint
Desirable
- Basic knowledge and understanding of Microsoft SQL
- Experience in designing with better UX
- ECDL - European Computer Driving License
Skills
Essential
- Effective planning, prioritizing & organizational skills
- Ability to use initiative and meet deadlines
- Ability to develop good and effective employee relations
- Ability to deliver training
- Ability to meet deadlines
- Ability to manage difficult situations under pressure
- Flexible to needs of service
- Ability to work & problem solve whilst achieving targets
- Demonstrate commitment to achieving high standards
Personal Skills
Essential
- Approachable and sympathetic to staff needs
- Accurate and methodical in all aspects of work
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).
