Information Co-ordinator and Analyst
Oxford University Hospitals NHS Foundation Trust
The closing date is 17 November 2024
Job summary
The main aim of this post is to support the collection, entry, analysis, reporting and dissemination of data on behalf of the DDIO, across the Division and MTC, as part of the Oxford University Hospitals NHS Foundation Trust.Data will largely be manually extracted from Electronic Patient Records and clinical notes to identify patients and extract relevant detailed information. Data validity and quality will be enhanced if the post-holder has experience of extracting and entering information from clinical notes, and/or experience of working in a clinical environment.
The post-holder will share some responsibilities with other members of the Data and Information Office, to ensure a comprehensive information service to NHS partners and stakeholders at the organisational, local and national level.
Main duties of the job
Important goals include:
- To use Electronic Patient Records, clinical notes, and various screening methods to identify patients for local and national audits that includes the Trauma Audit and Research Network (TARN), National Hip Fracture Database (NHFD), British Spinal Registry (BSR), Surgical Site Infection Surveillance (SSIS) and International Burns Injury Database (iBID).
- To use information sources for the collection, entry, validation, and extraction of data, against predetermined deadlines.
- The production of data, information, and analysis using MS Office software and other available tools.
- To disseminate information and results in various forums for NOTSSCaN and MTC organisational purposes, to meet national and legal requirements on behalf of Oxford University Hospitals NHS Foundation Trust.
About us
Working within the Data and Information office you will work closely with fellow team members and colleagues to deliver a comprehensive data and information service within the NOTSSCaN Division and Oxford Major Trauma Centre, on behalf of the Oxford University Hospitals NHS Foundation Trust.
Applying great attention to detail and accuracy, combined with a high level of communication skills and team collaboration, we will work together to achieve the highest standards of data and information co-ordination and service support.
Job description
Job responsibilities
Main Tasks and Responsibilities
- To use Electronic Patient Records, Trust systems, clinical notes, and other screening methods to identify patients eligible for local and national audits including, but not limited to, TARN, NHFD, BSR, SSIS, and iBID.
- Ensure data collected and entered into these systems for each eligible patient is accurate, and data submissions are completed within agreed deadlines.
- To ensure high quality and timely collection, analysis, and reporting of data. Ensure that information is validated, accurate and appropriate, and shared to support clinical and non-clinical teams.
- To monitor and investigate data quality issues, ensuring problems are brought to the attention of the Manager.
- Work alongside members of the Data and Information Office and Management, to establish and maintain protocols and procedures for the collection, management, use, reporting, and presentation of routinely collected and supplied information.
- To participate in the regular and routine reporting for internal and external requirements, within deadlines and to the Directorate standard.
- Assist the Manager in the development and production of the organisation requirement for the monthly provision of corporate/commissioning activity, ensuring the validity of the data.
- To support the Manager in the provision of financial and activity information as requested in conjunction with the Trusts Commissioning and Finance Departments.
- To support the Data and Information Manager, MTC and Network Clinical Directors and Managers, Operational Services Managers and Matron to ensure high data quality standards are developed and maintained.
- To provide support on any ad hoc data capture, requests or management enquires.
- To carry out duties with a reasonable degree of independence, without day-to-day supervision.
- To provide guidance and training to members of the team as required.
- Be attuned to how the impact of data collected and reported reflects, to local, regional and national audiences, the standards and quality of care provided by the Division and MTC.
- To provide support and advice to Thames Valley Network groups and contribute to the Data and Information Offices role as a regional hub.
- Be aware of national data standards and definitions and, where applicable, comply with them in relation to the collection, entry, analysis, and reporting of data and information.
- Be responsible for collecting data in a live environment, i.e. Clinics and wards. This requires face to face patient contact and liaising with clinicians/administrators. Monitor and track patient data in line with patient pathways.
- To be conversant and compliant with the Data Protection Act, Information Governance Policy and IT Security Policy.
- To be flexible in ones approach to the role as it develops.
Communication
- Maintain a close working relationship with coding, health records, Oxfordshire Coroners Service, clinicians and MTC and Directorate support staff to ensure that data is collected and recorded in a timely and efficient manner.
- Support the manager to establish and develop links with Information Partners both internally and externally to ensure a regular supply of information that meets the organisations corporate and commissioning information requirements
- Attend and contribute to Organisational and regional Network meetings wherever necessary. Be a positive ambassador when representing the organisation.
- To make and respond to specific telephone/digital enquiries as the role requires. Relay messages in an accurate and timely manner when relevant staff are unavailable.
- Report adverse events of any system failures or data quality concerns to the Manager as they arise.
- Share best practice to facilitate the quality, accuracy, nature, and timeliness of data collection and reporting across the Division, MTC and Networks.
Continuous Professional Development
- Develop a personal development plan annually as part of the individual Appraisal process, working with the Manager.
- Keep skills and knowledge up to date and relevant to carry out specific tasks.
- Actively participate in training, education, and development programmes to facilitate your in-role progression.
- Support the Manager with the development and delivery of training and support to peers, managers, clinicians, and members of the Division, MTC and Networks, in the use of data and information systems.
- Support the Manager in raising awareness of the DDIO team, and its activity.
HR responsibilities
- To support the Manager to develop protocols for routine data collection required at the Organisational, Regional, and National level.
- To be conversant and compliant with the Data Protection Act, Information Governance Policy and IT Security Policy.
- Keep up to date and familiar with the Trust policy and core values, and continuously uphold these values in the role.
Job description
Job responsibilities
Main Tasks and Responsibilities
- To use Electronic Patient Records, Trust systems, clinical notes, and other screening methods to identify patients eligible for local and national audits including, but not limited to, TARN, NHFD, BSR, SSIS, and iBID.
- Ensure data collected and entered into these systems for each eligible patient is accurate, and data submissions are completed within agreed deadlines.
- To ensure high quality and timely collection, analysis, and reporting of data. Ensure that information is validated, accurate and appropriate, and shared to support clinical and non-clinical teams.
- To monitor and investigate data quality issues, ensuring problems are brought to the attention of the Manager.
- Work alongside members of the Data and Information Office and Management, to establish and maintain protocols and procedures for the collection, management, use, reporting, and presentation of routinely collected and supplied information.
- To participate in the regular and routine reporting for internal and external requirements, within deadlines and to the Directorate standard.
- Assist the Manager in the development and production of the organisation requirement for the monthly provision of corporate/commissioning activity, ensuring the validity of the data.
- To support the Manager in the provision of financial and activity information as requested in conjunction with the Trusts Commissioning and Finance Departments.
- To support the Data and Information Manager, MTC and Network Clinical Directors and Managers, Operational Services Managers and Matron to ensure high data quality standards are developed and maintained.
- To provide support on any ad hoc data capture, requests or management enquires.
- To carry out duties with a reasonable degree of independence, without day-to-day supervision.
- To provide guidance and training to members of the team as required.
- Be attuned to how the impact of data collected and reported reflects, to local, regional and national audiences, the standards and quality of care provided by the Division and MTC.
- To provide support and advice to Thames Valley Network groups and contribute to the Data and Information Offices role as a regional hub.
- Be aware of national data standards and definitions and, where applicable, comply with them in relation to the collection, entry, analysis, and reporting of data and information.
- Be responsible for collecting data in a live environment, i.e. Clinics and wards. This requires face to face patient contact and liaising with clinicians/administrators. Monitor and track patient data in line with patient pathways.
- To be conversant and compliant with the Data Protection Act, Information Governance Policy and IT Security Policy.
- To be flexible in ones approach to the role as it develops.
Communication
- Maintain a close working relationship with coding, health records, Oxfordshire Coroners Service, clinicians and MTC and Directorate support staff to ensure that data is collected and recorded in a timely and efficient manner.
- Support the manager to establish and develop links with Information Partners both internally and externally to ensure a regular supply of information that meets the organisations corporate and commissioning information requirements
- Attend and contribute to Organisational and regional Network meetings wherever necessary. Be a positive ambassador when representing the organisation.
- To make and respond to specific telephone/digital enquiries as the role requires. Relay messages in an accurate and timely manner when relevant staff are unavailable.
- Report adverse events of any system failures or data quality concerns to the Manager as they arise.
- Share best practice to facilitate the quality, accuracy, nature, and timeliness of data collection and reporting across the Division, MTC and Networks.
Continuous Professional Development
- Develop a personal development plan annually as part of the individual Appraisal process, working with the Manager.
- Keep skills and knowledge up to date and relevant to carry out specific tasks.
- Actively participate in training, education, and development programmes to facilitate your in-role progression.
- Support the Manager with the development and delivery of training and support to peers, managers, clinicians, and members of the Division, MTC and Networks, in the use of data and information systems.
- Support the Manager in raising awareness of the DDIO team, and its activity.
HR responsibilities
- To support the Manager to develop protocols for routine data collection required at the Organisational, Regional, and National level.
- To be conversant and compliant with the Data Protection Act, Information Governance Policy and IT Security Policy.
- Keep up to date and familiar with the Trust policy and core values, and continuously uphold these values in the role.
Person Specification
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Essential
Person Specification
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).
