Care Database Officer

Job description

Job responsibilities

Systems Support within Care Services tasks:

Ensure secure and efficient administration of core care management systems.

Oversee and manage the creation of new user profiles and the deactivation of accounts for leavers within care systems.

Build high quality internal relationships within care services and across the multi-professional team.

Collaborate with colleagues in Business Intelligence to ensure data consistency and integrity across Tŷ Hafan databases/systems.

Work closely with the information governance, and IT teams across Tŷ Hafan to ensure that current and future requirements for care systems are clearly expressed, communicated in a timely way, and integrated where required.

Provide support as required and allocated in relation to core Care management systems.

Care Clinical Records System (The Care Database) tasks:

Provide induction training for all new starters, building skills and confidence in the use of the clinical records System that are new and unfamiliar adapting to different learning styles and providing training evaluation and feedback reports.

Agree priorities for system improvements with the Senior Management Team, and work with colleagues in Care, Governance, Business Intelligence and IT to bring about improvements, including reporting.

Work with departments to produce internal process documents to enable effective training.

Deploy a range of techniques to support embedding the clinical records system, including side by side coaching in real-time and live environments.

Set up and run online and in-person support clinics for the clinical records system, to quickly pick up patterns and trends.

Create tools and simple guides to support consistency of use and quality of data entry.

Translate complex information relating to the clinical records system and make it simple and easy to understand.

Effectively coordinate clinical records system project activity, including arranging meetings, taking minutes, and monitoring actions.

Promote a right first time culture that drives consistency in data quality and improvements in accuracy of data entry across the care team, including volunteers.

Continuously review the effectiveness of the clinical records system and collaborate with colleagues across care services, identifying areas for improvement.

Clearly articulate issues relating to the use of the clinical records system and escalate to enable timely resolution, tracking all issues and concerns through to completion.

Create and maintain risk and issue logs as they relate to the clinical records system.

Oversee the central helpdesk providing a single point of contact for issues and concerns relating to the clinical records system, recording errors and reporting patterns enabling preventative measures.

Recruit an advisory network to act as champions for clinical record system. Managing the network and maintaining positive engagement through effective and regular involvement and facilitating meetings.

Facilitate and coordinate external stakeholder management meetings, including contract management meetings.

Work with department managers to prioritise information needs around outcome data and reporting.

Work with the Senior Management Team to identify key reporting requirements.

Create and maintain a regular reporting schedule, and present high quality, accurate and timely reports for executive managers, external commissioners, and board members.

Assist with data cleansing to improve the quality and consistency of reporting. Investigating inconsistencies in order to identify and correct data problems.

Organise and attend meetings to discuss clinical database priorities, report progress and resolve issues as required.

Personal/ People Development:

Observe the organisations volunteer strategy to ensure effective use of volunteer resources and ensuring excellent stewardship.

Undertake relevant education and training appropriate to your role to support your professional development, and to maintain the necessary skills and competencies to meet the requirements of the role, including but limited to visiting other hospices and sites using The Care Database.

Effective role modelling of the Tŷ Hafan values: Demonstrating Compassion, Providing Excellent Service, Working Together, Taking Ownership.

Health, Safety and Wellbeing:

Ensure knowledge and understanding of safeguarding measures and procedures, ensuing these are always implemented.

Take reasonable care for the health and safety of yourself and others who may be affected by their actions at work.

Abide by the reporting processes for incident and accident reporting and support investigation into events.

Equality & Diversity:

Understand, promote, and ensure adhere to the charitys equal opportunities policy.

Act as a role model for the organisation, respecting colleagues and evidencing diversity and inclusion.

Confidentiality and Data Protection (GDPR):

Understand and adhere to Tŷ Hafans data protection policies and procedures and relevant legislation.

Maintain high standards of information governance and confidentiality at all times.

At times the post holder may be asked to support with other duties appropriate with the band and level of responsibility of this role for which the job holder has the necessary experience and/or training to complete.

Person Specification

Qualifications

Essential

• Educated to A Level or equivalent
• Willingness to undertake relevant role-based education and training in the management of care systems

Desirable

• A qualification in ICT.

Experience

Essential

• Experience of working with and analysing complex data including inputting, interrogation, and reporting.
• Experience of leading small projects and securing effective and sustainable buy-in / improvements.
• Experience of gathering data, validating information received and contributing to the development of reports.
• Experience of working in a Health Care Setting.
• Experience of providing effective systems training to others.

Desirable

• Have some experience of using project management software tools.
• Experience working with clinical patient management systems and handling complex and confidential clinical information

Key Attributes

Essential

• Demonstrating compassion, providing an excellent service, working together, and taking ownership (our values).
• A positive team player with a can-do attitude, who can see the bigger picture and actively contribute to wider team goals.
• Innovative, open minded and proactive

Knowledge and Skills

Essential

• Excellent communicator with the ability to build and maintain rapport with a variety of internal and external stakeholders.
• Strong verbal, written and interpersonal communications skills, with diplomacy and sensitivity appropriate for engagement with different levels of stakeholders.
• Ability to work with multiple teams and ensure that different viewpoints are considered.
• Able to coordinate small groups, time, quality and other resources to deliver successful projects.
• Organised with a good attention to detail.
• Ability to work without direct supervision.
• Excellent IT skills, with a good understanding/knowledge of Office 365 including excel, SharePoint, outlook and MS Teams.

Desirable

• A proficiency in data analysis and the ability to construct insightful dashboards using tools such as Power BI.

Other requirements

Essential

• Sound understanding of Data Protection and Confidentiality
• Ability to work flexibly according to service requirements.

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.

Employer details

Employer name

Ty Hafan

Address

Ty Hafan

Hayes Road

Sully

Penarth

South Glamorgan

CF64 5XX

Employer's website

https://www.tyhafan.org (Opens in a new tab)