Job responsibilities
JOB SUMMARY
The post holder is responsible for supporting the delivery of the Trusts Electronic Patient Record (EPR) systems and other associated IT Projects by scheduling and issuing smartcards to EPR System users across the Trust in a professional and timely manner, ensuring a client-focused service is delivered promoting good customer service and effective working relationships. The post holder will also be required to keep records of issued smartcards and conduct regular audits to ensure electronic records are kept up to date.
KEY RESULT AREAS:
Responsible for managing the issue, distribution and operational maintenance of smartcards in use across the Trust in a timely manner.
Provide operational support to EPR System users covering the scheduling and re-issue of smartcards which are due to expire, replacement of lost or damaged smartcards, resetting PINS and passwords when smartcards have been locked, amend EPR system access and roles following defined processes, and the revocation of smartcards.
Review personal identification documentation as necessary when applicants present for smartcard registration and issuance in line with Trust policies and National guidance.
Ensure that appropriate healthcare professionals are only able to access patient information relevant to their job role e.g. apply and maintain correct access roles to smartcards.
All forms of data must be stored in line with Registration Authority Data Storage and the Data Protection Act. Systems include Care Identity Service (CIS) and other in house systems together with distribution lists of all System Users and Sponsors.
Provide information and training to support sponsors and end users in the use of CIS and smartcards.
Identify and resolve any smartcard problems in a timely and satisfactory matter using problem solving techniques gained through previous experiences and, where necessary, ensure that any ongoing unsolvable problems are reported to the Regional Registration Authority to enable escalation to National levels as necessary.
Manage the communication/support logs with the Trusts Service Desk to ensure Registration Authority and smartcard support calls are resolved within service performance levels.
Carry out regular audits to reconcile manual smartcard records against the electronic versions held on the National Spine.
Recognise, monitor and report all Registration Authority related security incidents and breaches to the Trusts Systems Manager, Caldicott Guardian, Information Governance Manager or as indicated by the Trusts incident reporting process
Ensure that information inputted to CIS system and internal records management systems are accurate and remains confidential.
Manage all documents and records in line with Retention policies
Monitor use of Registration Authority stationery, smartcard stock, smartcard printer consumables and general office supplies as well as scheduling annual printer maintenance in line with procedures.
Perform simple audits and run reports as required by the Service or RA Manager.
Escalate process, hardware and application problems to IM&T Service Desk within the Trust and inform the appropriate Manager if problems arise.
Ensure all identified and mandatory training is completed in a timely manner.
Travel to other Trust sites throughout the area to carry out user identity authentication workshops and deliver smartcards.
Trust Values:
The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respectat all time. The post holder must all time act in accordance with the Trusts Values:
Honest, open, transparent
Respectful
Person first and in the centre
Improve and be outstanding
Relevant today, ready for tomorrow
Families and carers matter
Safeguarding:
Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.
Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.
Trust policies and commitments to be read in line with the relevant Trust Policy:
All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:
ensure they are aware of the Whistleblowing Policy and how they raise concerns;
maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct;
understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the Data Protection Act 1998 and Trust Data Protection Policy;
comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually;
receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed;
understand their responsibilities under the Trusts Equal Opportunities in Employment Policy and ensure that they adhere to the provisions of the policy;
recognise, respect and support the equality diversity of staff, colleagues, service users, carers and the public. Contribute to a working environment which promotes and responds positively to difference and diversity;
ensure they carry out their duty to safeguard and promote the welfare of children and young people under the age of 18 years, as issued under Section 11 of The Children Act 2004, by being familiar with and adhering to Trust safeguarding policies and participatingin relevanttraining;
comply with their professional responsibilities to develop their practice and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision);
demonstrate, through practice and practical understanding, the importance of the continual development of individual, team and service wide quality improvement;
abide by relevant codes of professional practice, with the organisation taking action when codes of conduct are breached;
work flexibly to meet the needs of the service/organisation, whilst working within a culture of progressive employment practices and commitment to the Investors in People (IiP) Standards.
adhere to the Trusts smoke free policies, which prohibits smoking anywhere on Trust grounds;
being socially responsible by complying with measures that support the Trust in reducing or offsetting our environmental impact;
Identify and report risks, hazards, incidents, accidents and near misses promptly;
In addition to the Trusts own responsibilities under the Health and Social Care Act 2008, Code of Practice on the prevention and control of infections and related guidance, for your safety, ALL staff (and contractors) are responsible for ensuring their work adheres to this Code in the delivery of safe patient care.
This job description is an outline of the main duties of the post. The postholder will be required to undertake other duties commensurate with the band as directed. The content of this post will be reviewed in consultation with the postholder when necessary and in line with the service developments.
For full details of the role please see the supporting documents attached.
