SystemOne Specialist & Trainer

Job responsibilities

Job Summary:

PCS is the community healthcare provider for a range of clinical services to patients. To enable safe and effective care of patients and to facilitate wider organisation business and reporting requirements, the electronic patient healthcare system used by PCS is TPP SystmOne.

The role of the SystmOne Specialist & Trainer is to provide and apply specialist SystmOne knowledge in the configuration of clinical systems. The post holder will be responsible for the ongoing management and development of SystmOne units for a given number of clinical services. They will be required to work closely with clinical staff to facilitate and configure changes to the system, as well as meeting and complying with PCS standards and organisational policies & procedures.

The SystmOne Specialist & Trainer will be expected to develop a high level of SystmOne expertise to ensure the best use of SystmOne functionality, this will also include developing training materials and providing training to new staff joining PCS.

Job responsibilities:

To work closely with clinical staff to define current service processes and future requirements. These will then be mapped against SystmOne functionality to develop new SystmOne processes and clinical data entry templates, questionnaires, protocols and reports etc.

To ensure that changes to the system support effective clinical service delivery to patients, as well as supporting Business Intelligence level organisational and National reporting requirements.

To plan and deliver allocated SystmOne Change Requests and deployments to new services ensuring that changes and projects are delivered efficiently and within specified timescales.

To develop training materials and to provide training to existing and new staff on SystmOne.

Operational Delivery

To plan and prioritise workload to ensure that changes and projects are delivered within scope and to timescales.

To keep up-to-date with changes to SystmOne functionality, constantly being aware of how these may impact on how services, use of the system, or how they can be used to inform future improvements.

To create and maintain documentation used to support SystmOne changes to clinical services i.e. Service Review Checklists, Action Plans, Configuration documentation and Change Control Notices.

To identify any risks or issues and escalate to Head of Service and/or Business Intelligence Lead as appropriate.

To liaise with colleagues within the organisation to ensure all aspects of change are supported, for example Information Governance policy & guidance, Clinical Safety and Quality Leads.

Strategic Management

To accurately interpret, plan, organise and implement highly complex changes to SystmOne to meet clinical service specifications and organisational strategic plans and policy.

To contribute to organisational policies to ensure that system meets local and national standards.

To effectively manage the expectations of services in terms of system limitations and functionality.

Service Development and Improvement

To contribute and assist in the development of SystmOne Change standards and processes to ensure continued improvement and delivery of service.

To advise and support services on the use of SystmOne to enable them to develop and improve service delivery to patients and carers.

To escalate any clinical issue and risks to the Head of Service and/or Business Intelligence Lead.

Management and Leadership

To lead and provide system expertise on allocated SystmOne work packages that will deliver improvements to clinical service delivery, ensuring that clinical systems comply with local and national standards and where required to act with sensitivity and discretion.

To organise and manage own workload of allocated SystmOne work packages and to work together with the Business Intelligence Lead to resolve any issues.

To make decisions regarding the best method of configuration of SystmOne for individual clinical services dependant on requirements. Where necessary to liaise with the Director of Operations.

To maintain a can do culture and to share lessons learned with colleagues within Clinical Systems Support Team to raise awareness and improve future service delivery.

To develop areas of SystmOne module and functionality expertise and act as a subject expert for the rest of the team and to prepare and deliver training on SystmOne functionality.

Communication and Relationship Building

To identify, consult and maintain relationships with relevant stakeholders.

To provide, receive and communicate highly complex, sensitive and sometime contentious information to clinical service managers and staff.

To demonstrate system functionality to clinical services to help improve their understanding of how the system works.

To liaise with all parties e.g. reporting, transformation and project members to ensure the delivery to staff and users remains exceptional.

To effectively manage stakeholders expectations and negotiate delivery of system changes with clinical services.

To engage and work with PCS to understand and map current service processes.

To work closely with reporting team when system changes will impact on reporting requirements.

Information Management

To work with Business Intelligence colleagues to gather and analyse highly complex data and information in relation to clinical service delivery, organisational level and national reporting requirements for all PCS services.

To question & where necessary to challenge service SystmOne requests to ensure that requirements are accurately and fully understood.

To test system functionality for new SystmOne processes to identify and resolve any key issues.

To undertake audits to promote and assist services to constantly improve SystmOne data quality to ensure that use of system and information meets local and national data requirements as well as meeting PCS Record Management standards.

To undertake complex data mapping and gap analysis of national data sets to ensure clinical system compliance.

To undertake system testing and sign off SystmOne changes to ensure system compliance. To identify areas of potential risk and provide solutions and advice to reduce or mitigate risks using SystmOne expertise and creative problem solving.

Work with Clinicians to identify clinical indicators and analysis to support improvement and review of clinical practice / effective healthcare provision (for example, provision of clinical outcomes).

General

Be responsible for prioritising own workload.

Reflect on own personal development through supervision, coaching and mentoring.

Participate in PCSs supervision, performance and appraisal framework .

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 recognises the importance of peoples rights, interpreting them in a way that is consistent with PCS procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Identify patterns of discrimination and take action to overcome this and promote diversity and equality of opportunity.

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Support people who need assistance in exercising their rights.

Quality:

The post-holder will strive to maintain quality within the organisation, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources.

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

Recognise peoples needs for alternative methods of communication and respond accordingly.

Qualifications

Essential

• Educated to degree level (or equivalent work experience).

Desirable

• Completion of SystmOne formal training.
• Level 3 Award in Education and Training

Experience

Essential

• 2+ years experience of using SystmOne as an administrator within a clinical setting.
• Experience of designing SystmOne reports, templates, questionnaires and protocols.
• Experience of working with clinicians, managers and business intelligence leads in mapping clinical and operational practice within EPR systems.
• Experience of process mapping.
• Experience of supporting national dataset returns.
• Experience of collating and interpreting complex data.
• Knowledge of governance systems and processes.
• Experience of developing training materials and providing training to staff on clinical systems.

Desirable

• Experience of supporting transformation of services through clinical EPR systems.

Skills/Abilities

Essential

• Excellent analytical skills.
• Innovative and problem solving skills.
• Self motivated.
• Ability to plan, organise, manage and prioritise own workload.
• Strong interpersonal and communication skills to build effective relationships with clinicians, managers and the wider workforce.
• Effective negotiation skills.

Personal Qualities

Essential

• To operate with a high level of autonomy, professionalism, passion and dedication to deliver timely system changes with a high level of attention to detail and accuracy.
• To act within a systems focussed approach with a pragmatic can do approach.
• Committed to continuous improvement with a drive for quality.
• To be an excellent team member, who can motivate and support staff.

Other

Essential

• Ability to uphold PCSs values
• Eligible to live and work in the UK.

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).