British Spine Registry Co-ordinator / Spinal Data Administrator

Job description

Job responsibilities

1. To be familiar with RNOH NHS Trust IT systems in order to search for clinical investigation results.

1. To liaise with consultants / teams on a weekly basis to ensure all patient data is collected and inputted accurately.

1. To be responsible for the timely collection and accurate input of all data required for of all required for the British Spine Registry (BSR)

1. To be responsible for meeting all NHSE and other national reporting deadlines for the British Spine Registry (BSR)

1. To respond to all NHSE data queries in a timely way

1. To be responsible for the implementation of any new databases or data collection required for the management of the service or network

1. To act as a point of contact for Spinal data queries

1. To work with colleagues to coordinate databases and streamline and improve data capture where possible

1. To provide regular reports as agreed with clinical and management colleagues

1. To assist the clinical teams with the production of reports for governance meetings and the collection of data for audit purposes.

1. Attendance at Spinal network meetings as required.

1. Provide reports for the Spinal Network when required.

1. Establish working knowledge of procedures and practices of the department, some of which are non-routine, including medical records systems and medical terminology

1. To be responsible for communicating any change in processes to colleagues and training new colleagues as required including training medical staff on the BSR.

1. To have knowledge of and maintain procedures relating to the RNOH NHS Trust Data Protection Act and Caldicott guidelines

1. To be responsible for Data Quality within the Team ensuring that information both provided and received by the area is accurate and valid. Any difficulties, identified should be resolved through discussion with the Team, and other as appropriate

1. To undertake data processing and analytical processes to support requests for information as directed. This will involve making judgements involving complex facts or situations, which require the analysis, interpretation and comparison of a range of options.

1. Importance will be placed on the content and layout of subsequent analyses, requiring further manipulation within Microsoft Access, Excel or statistical software prior to presenting to the users. Outputs will need to be validated to ensure consistency. It will also be necessary to spend time with the users to ensure they understand the analyses and to provide explanation and interpretation for any areas of certainty.

1. To be responsible for communicating any changes in processes to colleagues and training new colleagues as requires including training medical staff on the BSR.

Other Duties

Assist with general administrative duties for the Specialist Surgery division, including but not exclusively, the photocopying of documents, scanning, processing referrals received into the service and updating referral and TCI details on EPIC.

• Creating, booking and cancelling clinics as instructed when required. Where required contact patients directly to offer, reschedule, cancel appointments or confirm attendance.

To support in monitoring the Active monitoring for specialist surgery when required

• Process referrals / requests within defined timescales ensuring that all details are entered correctly on to relevant Trust information systems.

Deal with telephone and email queries regarding the scheduling of follow up appointments for the service.

Appropriately schedule follow up appointments for the service, in adherence to both 18-week RTT and cancer targets, and ensure appointments are booked in line with relevant clinical requirements

• Answer all telephone calls politely and professionally both internal and external to Trust ensuring relevant information is passed on the appropriate person as necessary.

• Issue appointment letters and instructions either in writing or by telephone where appropriate.

• As required ascertain from patients, carers or ward staff any medical condition that may affect their appointment/admission.

Liaise with patients, carers, wards and other units where appropriate units regarding admissions and cancellations.

As directed by the Line Manager, provide supervision, induction and guidance to new members of the team.

• Contribute to any relevant departmental policies and procedures giving in feedback to the Line Manager when required.

• To post holder will be responsible for monitoring and validating the Workqueue List for Spinal surgery in EPIC when instructed.

• To assist the MDT coordinator when required by collecting, generating and communicating outcomes for all patients discussed at the multidisciplinary meetings and providing information for local and national returns.

• To attend the MDT meeting when required and help with documentation, an action plan for patients discussed and ensure recorded on the relevant database and circulated to MDT members as necessary.

• Participate in departmental or trust wide audits as required

Person Specification

Qualifications

• oGood standard of English, both written, spoken and grammar.
• oNumerate.
• oExtensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, access, email).

• o5 GCSEs (A-C) or equivalent, including English and Maths. Educated to at least NVQ Level 4 diploma level or equivalent. Keyboard skills to RSA Level 3 or equivalent
• oRecognised IT qualification e.g. ECDL or equivalent (D)

Communication & Relationship Skills

• oExcellent written and oral communication and interpersonal skills.
• oAble to interact with tact and diplomacy

Knowledge, Training & Experience

• oPrevious administration/clerical experience.
• oPrevious experience of working with British Spine Registry
• oKnowledge of Data Protection Act, patient confidentiality, Caldicott recommendations
• oEffective team player, able to liaise with colleagues in other Trusts and NHSE with clarity and accuracy
• oPrevious NHS experience.

• oComprehensive understanding of data management and previous experiences of managing complex datasets.
• oExperience of working within a team.

Analytical & Judgment Skills

• oExcellent analytical skills
• oGood planning and organisational skills
• oSelf-motivated
• oTo be able to work in a flexible manner

Planning & Organisational Skills

• oGood planning and organisational skills oSelf-motivated oTo be able to work in a flexible manner

IT skills

• oDemonstrable IT skills and application of Microsoft Office product

Responsibility for Policy/Service Development and Research

• oAble to demonstrate and explain data management to colleagues

Freedom to Act

• oThe post holder will have the ability to plan and organise own workload without direct supervision
• oThe post holder will be expected to work independently within defined policies and procedures, seeking advice from line manager as necessary.

Mental / Emotional Effort

• oAble to work quickly whilst maintaining accuracy.
• oAble to work under pressure
• oThe post requires ongoing bouts of concentration when inputting data. This will require attention to detail.
• oAble to remain calm and professional at all times

Working Conditions

• oVDU more or less continuously for the majority of the day

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

Royal National Orthopaedic Hospital NHS Trust

Address

Royal National Orthopaedic Hospital

Brockley Hill

Stanmore

HA7 4LP

United Kingdom

Employer's website

https://www.rnoh.nhs.uk/