This is a Freedom of Information (FOI) request in reference to your Trust Would you please provide the following information:

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1 Response sent by 27 May 2015 St Helier Hospital Wrythe Lane Carshalton Surrey SM5 1AA Tel: Direct dial Tel: Re: Freedom of Information request - Ref: FOI 2752 Thank you for your recent request for information under the Freedom of Information (FOI) Act. Set out below is your original request followed by the Trust's response. This is a Freedom of Information (FOI) request in reference to your Trust Would you please provide the following information: Q1. Job description, banding and department structure for your Data Quality dept. A1. Please see attached as requested. If you have any queries about this letter, please contact the Freedom of Information office. Please remember to quote the reference number above in any future communications. If you are unhappy with the way in which your Freedom of Information request has been handled and wish to raise any concerns, please contact Phil Ireland, Trust Secretary, at the address above or by (phil.ireland@esth.nhs.uk). Should you still be dissatisfied with the outcome, you are entitled to contact the Information Commissioner at: Information Commissioner s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Yours sincerely Teresa O Brien Freedom of Information Manager Office Manager Corporate Affairs Epsom and St Helier University Hospitals NHS Trust T: E: teresa.obrien@esth.nhs.uk W: Great care to every patient, every day Patient Advice and Liaison Service (PALS) Main Switchboard Chairman Laurence Newman Chief Executive Daniel Elkeles

2 Epsom and St Helier NHS Trust JOB DESCRIPTION INFORMATION SERVICES Job Title: Base: Accountable to: Data Quality Consultant Trust Wide Data Quality Manager Job summary: The Trust has an annual turnover of 280 million per annum; out of this 219 million come from Service Level Agreements based primarily on activity data from the Trust s ipm system. The post holder is responsible for working on the Information Governance Standards relating to Secondary User Assurance and Clinical Information Assurance. These relate to Internal and External Data Quality, National Definitions, Local and National Benchmarking, Internal and External Audit, an Audit Cycle, the Completeness & Validity Checks and consistent use of the NHS Number. Main responsibilities: To achieve the attainment levels for each of the Standards as agreed at the Information Governance Committee To meet the national and local submission deadlines for the Information Governance evidence being loaded into the Information Governance Toolkit To write required policies, procedures and guidelines in line with Information Governance and local requirements circulating appropriately Set up a regular audit cycle with Clinical Audit Dept for Information Governance for Inpatients, Outpatients and Elective Admission Lists agreeing the data items, volumes and timescales Set up processes for the Completeness and Validity Checks ensuring these are completed and passed for Information Governance Monitor and report on the SUS Data Quality Dashboards and Data Coverage to senior management. Work closely with the Information Centre to identify and resolve errors. 1 of 4

3 Work with Data Quality, Information Management and Performance to identify and resolve queries and errors with the data To ensure that the OPCS codes are regularly updated and circulated for both Outpatients and patients on Waiting Lists, working closely with the Clinical Coding Dept and the appropriate departments Maintain own technical skills ensuring excellent knowledge of the NHS Data Dictionary, CDS Data Sets, NHS Definitions and values To maintain a schedule of the Information Standard Notices, updating and circulating the ISNs as appropriate via Information Management; to comply with Information Governance requirements Set up a Data Quality section on the Trust Intranet to hold Data Quality Guidelines, Data Quality Procedures and Guidance To meet the Trust s annual training requirements This job description is a reflection of the current situation but may be subject to amendment in the light of any changes or developments within the Directorate. 2 of 4

4 EPSOM & ST HELIER NHS TRUST Person Specification Directorate: Job Title: Factors 1. Acquired qualifications/work experience relevant to job. 2. Skills, Knowledge, Innate Abilities e.g. * Special aptitudes * Continuous improvement * Client care * Communication * Learning and development * Team working * Planning and organisation * Leadership Essential Criteria Educated to degree level or equivalent Minimum of 5 years relevant experience working in / with NHS Information Detailed Experience of a PAS system in an acute setting In-depth Knowledge of NHS Data Standards and data dictionary Good communications skills and ability to build relationships Ability to work to tight timescales Ability to quickly assimilate new technical concepts and tools and provide direction to staff Ability to motivate, empathise with, and encourage staff Organised, and with good planning skills. Must be completer finisher 3 of 4

5 3. Interests, motivation e.g. * Initiative * Individual goals * Consistency * Creativity * Problem Solving Ability to decipher complicated guidance and deploy locally Good problem solving skills Ability to work on own initiative 4. Personal Characteristics, Maturity e.g. * Reliability * Steadiness * Serious * Gregarious Flexible attitude to changing environments Ability to work well under stress, and maintain composure in demanding situations Credible and presentable, representing the department in highprofile audiences. Attention to detail Reliable 4 of 4

6 Epsom and St Helier NHS Trust JOB DESCRIPTION INFORMATION SERVICES Job Title: Base: Accountable to: Management Responsibility: Data Quality Manager Trust Wide Head of Information Data Quality Assistants Job summary: The Trust has an annual turnover of 280 million per annum, out of this 219 million come from Service Level Agreements based primarily on activity data from the Trust s ipm system. The post holder is responsible for managing the Data Quality staff who ensure that high quality information is available within specified time frames and to National Standards. Main responsibilities: Oversee continual development, implementation and management of the Trust s data quality ensuring that Trust information meets reporting needs and provides robust, accurate and timely data Maintain and develop own technical skills, and those of staff, in line with the Trust s information strategy ensuring excellent knowledge and use of ipm, NSTS, CMS, Microsoft Excel and Access. To be responsible for providing confidence to the Trust and external organisations in the reliability and availability of good quality information in line with local and National standards, ensuring the Data Quality Team forge strong relationships both internally and externally with Ward staff, NSTS, PCTs, GP Practices etc. Initiate and manage a programme to ensure that NHS Numbers are used on all records and in all correspondence. Manage the process of completing the PCT Attribution queries within the Flex and Freeze dates Takes responsibility for ensuring the Trust achieves compliance with the Data Quality indicators contained within the Information Governance 1 of 4

7 Toolkit (part of the Healthcare Standards), drawing up and overseeing improvement plans. Engage at a senior level with Trust colleagues to discuss Data Quality issues, identifying challenges, working out how to resolve them and implement resolutions, providing guidelines where necessary To promote initiatives and ideas to improve the Data Quality and set up regular Data Quality Meetings with all Service areas Ensures that the Trust complies with the ethos of the Payment By Results Code of Conduct when changing or commencing recording of a service. To manage the implementation process of DSCNs where appropriate Using expert knowledge of To NHS Data Definitions and data dictionary, ensures that which ipm references files are kept up to date and comply with national requirements. Provide advice to colleagues on how data should be recorded in ipm, circulating guidelines, procedures and flowcharts, and, using knowledge of Payment By Results, ensures that services are recorded appropriately. To ensure the all Data Quality staff comply with the Trust requirements for mandatory training To identify training and development needs of staff To ensure that operative procedures carried out in an outpatient setting and intended procedures for patients on a waiting list are recorded fully and maintains the list of available OPCS codes/ To provide detailed input into the Trust s Data Quality Policy This job description is a reflection of the current situation but may be subject to amendment in the light of any changes or developments within the Directorate. 2 of 4

8 EPSOM & ST HELIER NHS TRUST Person Specification Directorate: Job Title: Factors 1. Acquired qualifications/work experience relevant to job. 2. Skills, Knowledge, Innate Abilities e.g. * Special aptitudes * Continuous improvement * Client care * Communication * Learning and development * Team working * Planning and organisation * Leadership Essential Criteria Educated to degree level or equivalent Minimum of 5 years relevant experience working in / with NHS Information Detailed Experience of a PAS system in an acute setting In-depth Knowledge of NHS Data Standards and data dictionary Good communications skills and ability to build relationships Ability to engage with busy clinicians and stand your ground! Ability to work to tight timescales Ability to quickly assimilate new technical concepts and tools and provide direction to staff Ability to motivate, empathise with, and encourage staff Organised, and with good planning skills. Must be completer finisher 3 of 4

9 3. Interests, motivation e.g. * Initiative * Individual goals * Consistency * Creativity * Problem Solving Ability to decipher complicated guidance and deploy locally Good problem solving skills Ability to work on own initiative, and create the direction for the team 4. Personal Characteristics, Maturity e.g. * Reliability * Steadiness * Serious * Gregarious Flexible attitude to changing environments Ability to work well under stress, and maintain composure in demanding situations Credible and presentable, representing the department in highprofile audiences. Attention to detail Reliable 4 of 4

10 Data Quality Manager Data Quality Analyst PMI X3 part time staff Data Quality Analyst Activity X1 part time staff Data Quality Consultant X1 part time staff Data Quality Analyst RTT X2 full time staff