JOB TITLE: Data Quality/IT Manager

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1 JOB DESCRIPTION JOB TITLE: Data Quality/IT Manager RESPONSIBLE TO: PRACTICE MANAGER PARTNERS SALARY: Starting From HOURS: 35 Hours The post-holder will need to become familiar with all functions of the clinical IT systems and their applications plus national and local quality standards for primary care and information governance. The post holder will be responsible for the generation and analysis of clinical and non-clinical information to ensure the practice meets the quality targets and clinical standards set by the practice and by the wider NHS. The person appointed will work closely with all the clinicians, the practice manager and other members of the practice team to develop and implement the systems needed to meet the fast-changing requirements of modern General Practice. The post involves working closely with GPs, nurses and clerical staff across the practice in multi-disciplinary teams or sub groups. It is also expected that the post holder will network with other local practices and develop a close working relationship with NCLS IT Support Team (GPIT) and relevant staff at the North Central London Sector (NCLS). Job Summary: To be responsible for the production of information on performance and quality standards within the practice. To manage data quality issues, providing advice and guidance to all practice staff in the use of the clinical system. To analyse and interpret data and assist with planning and monitoring work undertaken in relation to Directed, National and Local Enhanced Services and the Quality & Outcomes Framework taking appropriate action to ensure that all targets are achieved and accurate claims are returned to NCLS. To act as Practice Administrator for the clinical IT systems and as Practice Coordinator for IT hardware issues, working closely with NCLS IT Support Team (GPIT). To set targets and monitoring standards for data entry and data collection undertaken by the reception team and Data & Office Assistant

2 MAIN DUTIES: 1. Production of Performance and Quality Information To be aware of and promote national, local and practice quality standards for chronic disease management, to ensure that the quality of care is maintained at a high standard using NICE Guidance and the existing GP Contract as a guide. To oversee all the processes required to produce the achievement standards for a. QOF (Quality Outcomes Framework) b. Enhanced Services (ESs - both local and national) c. Primary Care Strategy NCL d. Prescribing audits e. Locality Group audits f. CQC (Care Quality Commission) g. Any other initiatives which are asked of us from NCL sector or any other successor organisation To be the lead for clinical audit within the practice and assist staff in clinical searches together with the collation and interpretation of patient data To provide support to clinical sub groups in correctly identifying and targeting patients for assessment and treatment. To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process. To provide advice and support for clinical sub groups and to produce regular reports to assist the progress of these groups in achieving their targets using appropriate presentation techniques that can be understood by staff and additional commentary to highlight issues, trends and areas of interest. To assist in the production of information for clinical audit as requested by the clinical sub groups and make recommendations to complete the audit cycle. To assist research workers in achieving their objectives in the conduct of research within the practice. To validate information provided by the Camden Clinical Commissioning Group (CCCG) or NCLS Information Management staff in relation to Practice Based Commissioning. 2. Staff Management To line manage the Data & Office Assistant To line manage the Medical Summariser(s) To line manage the Research Workers in liaison with the Clinical Research lead To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to. To ensure that the procedures for entering all data into patient s medical records produce accurately summarized records and that all patient records are correctly updated when needed.

3 3. Data Quality and Maintenance of Patient Records To liaise with the Partner IT Lead to oversee all methods of data entry and ensure templates and protocols are reviewed and updated as required. To oversee scanning, undertaken by reception staff of letters and reports into patient records and ensure that records are updated with appropriate READ codes from hospital letters, reports and other sources of information. To oversee and maintain external communication scheduling and links such as Clinical EDI for laboratory reports, Out of Hours reports, Choice & Booking, Patient Registration and GP2GP. To set up systems for validation of patient information, performing regular checks and quality audits. 4. Information Governance To ensure that medical records are held securely within the practice and data is held in line with the NHS Codes of Practice for Records Management, the RCGP Good Practice Guidelines for electronic records, Data Protection Act, Caldicott Principals and Freedom of Information Act. To ensure that the practice Information Governance Policy and Procedures are regularly reviewed, updated and communicated to all staff. To ensure that any suspected or actual breach of IT security is reported to the Practice Manager and investigated as required. To agree action and/or change of policy / procedures as a result of findings with the Practice Manager and Information Governance Lead GP. 5. Practice Administrator for Clinical System To oversee the security and validation processes for the IT system, ensuring system access controls are in place for all new and existing staff including issue/maintenance of Smartcards and regular housekeeping and back ups are maintained as outlined in the Practice Policy. To ensure the clinical integrity of the system liaising with the system supplier and the GPIT at NCLS to implement their guidance. To provide advice and guidance to the practice in the maintenance of its paper-light status and to ensure that disaster recovery and system continuity contingency plans are reviewed and updated as required. To provide support advice and training for current and new practice staff in the use of IT software. To maintain the practice intranet service, the practice website and on-line access by patients.

4 6. Practice Co-coordinator for IT Hardware To liaise with GPIT NCLS PCT to ensure accurate asset management of all IT equipment and service continuity plans are in place. Together with the Partner IT Lead and Practice Manager, to oversee the management of any changes in our clinical system. This includes liaising with GPIT over appropriate hardware and software as well as ensuring appropriate processes are in place for all staff to be trained To provide support and training for current and new staff in resolving simple problems with PCs and printers. To liaise with GPIT support department and system supplier to resolve other hardware and software issues. 7. General As a member of the Practice Team, the post holder should: Take on any other responsibilities deemed appropriate for the position of Data Quality Manager Work within practice guidelines and processes to ensure financial and security controls and good employment practice are maintained To attend monthly management meetings and other regular team meetings as set up by the Practice manager 8. Health & Safety responsibilities The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include: Ensure the practice meets the legal requirements relating to Health and Safety issues and has processes in place to keep accurate and necessary records relating to the following:- Staff induction programme VDU usage Risk assessment Electrical testing Keep records of maintenance and equipment for and in the practice Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified.

5 9. Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of people s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. 10. Personal Development and responsibilities To take responsibility for own developmental learning and performance. To participate in the practice appraisal scheme. To actively participate in ongoing one to one meetings with line manager to review development and performance. To attend educational and other meetings as required. To undertake training as required including mandatory and statutory training, core skills training and ongoing developmental training. Assess own learning needs and undertake learning as required. To take responsibility for maintaining a record of own personal development. To recognise and understand the roles and responsibilities of the whole primary health care team. To strive to maintain quality within the practice and to alert other team members and line manager to issues of quality and risk. To asses own performance and take accountability for own actions, either directly or under supervision. To contribute to the effectiveness of the team by reflecting on own and teams performance and making suggestions to improve and enhance activities. To work effectively with individuals in external agendas to meet patient needs. To effectively manage own time, workload and resources. 11. Communication The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize people s needs for alternative methods of communication and respond accordingly. Support colleagues and visitors when they are distressed / angry by behaving appropriately; recognising your limitations and seeking assistance from others; avoiding direct physical contact with aggressive clients and report any incident you feel has put you at risk accident / incident form Be willing to swap shifts / provide internal cover, should the need arise due to illness / holidays or staff shortages

6 12. Contribution to the Implementation of Services The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate. 13. Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. 14. Other Duties To undertake agreed duties in the absence of the Data & Office Assistant and Practice Manager. Review of job description This job description is intended as an outline of the general areas of activity in which the post holder will be expected to participate. It may be reviewed and amended according to the changing needs of the Practice. Changes will be undertaken in discussion with the post holder.

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