CANIDATE INFORMATION
HEAD OF INFORMATION AND HEALTH RECORDS
AT
CONTENTS
· Job Description and Person Specification
· Clinical Programme Group/Corporate Service Information.
· Information about Imperial College Healthcare Trust
· Application Process
· Link to http://www.imperial.nhs.uk
JOB DESCRIPTION
TITLE OF POST: Head of Information and Health Records
SALARY BAND: 9
LOCATION: Trust sites
RESPONSIBLE TO: Director of Performance, Planning and Information
PROFESSIONALLY
ACCOUNTABLE TO: Director of Performance, Planning and Information
HOURS PER WEEK: 37.5
Imperial College Healthcare NHS Trust Values
We are absolutely committed to ensuring that our patients have the best possible experience within our hospitals. We are looking for people who are committed to delivering excellent patient care, whatever their role, and who take pride in what they do. We place a high value on treating all patients, customers and colleagues with respect and dignity, and seek people who strive for excellence and innovation in all that they do.
We value all of our staff and aim to provide rewarding careers and benefits, fulfilling work environments and exciting opportunities.
As an organisation we expect everyone to
q Respect our patients and colleagues
q Encourage innovation in all that we do
q Provide the highest quality care
q Work together for the achievement of outstanding results
q Take pride in our success
AIM OF THE ROLE:
The Head of Information Management and Health Records will lead and develop the information and health records team across the Trust in order to support the strategic and operational performance of the Trust. S/he will be accountable for information standards, statutory/ mandatory returns, and the development of business intelligence to support strategic and operational delivery, information governance and health records management.
In all areas the goal will be to maximise learning and current arrangements and ensure consistency in approach and process across the Trust.
Key working relationships:
Internal - all Trust staff but specifically staff in the Finance and Service Level Agreement Departments, ICT departments, Dr Foster Unit, Clinical Programme Groups and corporate department managers.
External – Office of the Information Commissioner, Department of Health, Healthcare Commissioners, GPs, other acute Trusts, service suppliers, Dr Foster Intelligence, external auditors and the London Cluster for Connecting For Health.
The diagram depicts the structure of the Performance, planning and information directorate:
Key result areas:
· Lead the development of an effective Business Intelligence Unit at Imperial College Healthcare NHS Trust. Managing a budget of just over £ 7 m with 163 staff.
· Ensure that the Unit delivers the highest quality business information that will create the knowledge and energy to drive forward our vision for world class advances in patient care, clinical teaching and scientific innovation.
· Participate in the creation of a modern knowledge driven culture throughout the Trust where business intelligence is at the heart of decision making, and that both managers and clinicians have immediate access to the information required to support effective decision making.
· Be responsible for the development and maintenance of systems, which ensure that the Trust meets its Information Governance obligations, CQC and Monitor compliance.
· Deliver the highest quality Health Records service so that clinical services to patients are never compromised, both now and in the future.
MAIN TASKS AND RESPONSIBILITIES:
Provide and develop an accurate, timely and comprehensive information management service
· Lead on the development and implementation of an integrated Trust wide information management strategy with the aim of improving the quality, appropriateness and timeliness of health statistics and other data required to achieve business objectives.
· Lead on the development and implementation of systems to meet the future information needs of the Trust in relation to strategic, business and operational requirements and NHS central policy.
· Ensure that Trust data standards conform to national standards and that patient data reported for the Trust, or transferred between systems in the Trust, are defined to national standards.
· Ensure the ongoing development of targets and performance indicators for the attainment of key data standards.
· Provide leadership, direction, advice and guidance on data standards Trustwide and externally.
· Develop and maintain a reporting scorecard covering all key metrics (clinical, financial, workforce, activity) at Board and CPG level to:
- support and improve strategic, financial and operational performance
- support service redesign and clinical efficiency
- support AHSC performance in relation to national and international targets
· Provide a desktop information solution to enable easy access and drill down to information for all managers and clinicians.
· Provide an effective data analysis presentation and interpretation service to support the daily management of services. This includes reports to Commissioners, Trust Board, Trust Executive and clinical and corporate directorates, including:
- comprehensive activity reports
- performance compared to national benchmarks
- high level performance reports and dashboards / scorecards
- clinical governance, quality and safety performance
- infection control indicators and updates
- workforce information
· Oversee the preparation and submission of all statistical and information returns required centrally in a timely and accurate manner.
· Ensure compliance with all mandatory national data requirements and adherence to national guidance on data definitions, including development of Trust policy and Standard Operating Procedures to assure performance.
· Provide leadership and information support to the contract and service level agreements team to assist planning of SLAs. Contribute to the development of the use and understanding of information in support of the negotiations and management of service agreements with purchasers.
· Maintain close liaison with colleagues / performance leads at NHS London, Health Care Commissioners and Trusts to assess comparative performance and gain intelligence on new initiatives.
· Lead the development of regular activity reports to facilitate the management and monitoring of service agreements and to undertake follow-up analysis on an ad hoc basis as required.
· Establish and maintain procedures for monitoring data quality standards, instigating appropriate action to address issues that arise.
· Working with the ICT Director to ensure an information governance framework is in place, delivered to the highest standard and that links directly to the data quality agenda.
· Establish and maintain systems for preserving the confidentiality of data and achieving acceptable levels of data security that comply with the Data Protection Act.
· Implement IT applications training to ensure that the training needs of users within the organisation are met.
· Provide a statistical advice service to management staff engaged in analytical activities.
· Apply business intelligence to challenge practice throughout the Trust in order to improve clinical and business outcomes and assist where possible in identifying Trust wide cost reduction programmes, CRPs.
Manage applications, development and support
· Be responsible for all policy development and implementation across the services managed, which impacts across all clinical and corporate services provided by the Trust.
· Bring a strong customer focus to the delivery of the Information and Health Records services
· Lead on the development of systems and procedures to manage new contract patient referrals.
· Acquire a knowledge and understanding of new software developments that could assist in the delivery and analysis of information within the Trust.
· Monitor DH requirements and interpret these into system changes needed.
· Ensure compliance with DSCNs and ensure up to date knowledge of data standards and NHS data dictionary.
· Work closely with the Director of ICT and his/ her team to prepare for the Trustwide Cerner Millennium rollout.
Policy and Service Development Implementation
· The post holder will have overall responsibility for the development of all IM policies and practices for and across ICHT and work alongside policy and planning leads to influence the requirements of the Trust’s Business Plan and strategy and wider NHS policies are incorporated into the structured IM programme and deployment plans.
Leading, Managing and Developing the Workforce
· Lead, manage, motivate and develop staff so as to maintain the highest level of staff morale and development of an excellent Information Management and Health Records team, there are approximately 163 wte staff.
· Ensure the department has effective arrangements for staff appraisal, training and development in place and that all staff has personal development plans.
· Ensure staff management arrangements are consistent with HR policies and procedures within the Trust.
· Responsible for ensuring good practice in recruitment, attendance management, appraisal, performance management and other policies are maintained by staff with line management responsibility.
· Provide leadership support to all department staff and act as a role model for all staff in the department.
· Ensure the department implements and adheres to national and Trust workforce issues e.g. Improving Working Lives, EWTD, Agenda for Change.
· Engender a culture of openness so that the contributions and perspectives of all staff are heard, valued and actioned where appropriate.
· Continually review the workforce to ensure this reflects the Directorate service plans and priorities, implementing skill mix review, role redesign and changes to working practices as required
Health Records
· Manage the Health Records function to provide an effective and timely service for the Trust in a manner which meets the needs of internal customers across all clinical services
· Lead new developments in the management of access to patient records e.g. new IT initiatives including a plan for the successful implementation of an electronic health record system across the Trust.
· Be responsible for all aspects of the management of electronic and manual records, including security and access so that patient care and confidentiality is never compromised.
· Provide strategic direction and vision to supports the move to an Electronic Health Record
· Ensure that Health Records delivers to national quality standards and standards, for example CQC, to support high quality and safe patient care
· Comply with the principles of risk management including health and safety legislation, promoting high standards and acting immediately on hazards or unsafe practices in conjunction with other staff
Information Governance
· Contribute to the development of strategies and policies to ensure compliance with relevant legislation and other standards aimed at ensuring the confidentiality, integrity and availability of information
· Contribute to the development of a culture of openness allowing appropriate information to flow freely
Communication and relationships
· Work closely with the Performance Management and Planning functions to ensure a coherent approach.
· Lead the roll-out of Care Records Service and an Information Strategy for the Trust.
· Contribute to the development and implementation of an IT Strategy,
Financial planning
· Develop Cost Reduction Plans (CRPs) yearly for Information and Health Records Dept normally 4% efficiency saving year on year on £7 m budget
· Support CPGs to identify CRPs through efficiency data.
· Contribute to the production of IT investment plans.
· Liaise with the Director of ICT to ensure effective maintenance and support of all components of the Trust's information service.
· Contribute to strategy and policy development on a Trust-wide basis through corporate groups as required. For example:
- Trust Executive
- Clinical Programme Groups
- General managers forums
- Demand Management / Integrated Commissioning / SLA meetings
General
· Work in collaboration with the CPGs to support the provision of an effective and high quality patient service, through maintaining an ongoing dialogue to develop a high level of mutual understanding.
· Manage the pay and non pay budgets for the Information Management and Health Records departments. In 2010/2011, these total approximately £7m (Pay & Non Pay Budget)
· Lead the professional development of all information services and Health Records staff within the Trust to ensure the departments function to the maximum effect.
· Provide information input to the routine publications of the Trust (e.g. Annual Report, Business Plan, Activity and Capacity Plan).
· Represent the Trust at relevant national and regional meetings focusing on information management and health records issues and represent the Trust at a senior level within the NHS, Community, other partnership organisations and stakeholders and to collaborate with them in improving patient services
· Provide data analysis to support corporate functions, particularly with respect to service developments and strategy.
· Acquire knowledge of other data sources available to the Trust which will be useful in pursuing the Trust's activities.
Other duties
· Provide cover for colleagues as appropriate.
· Assist in producing ad hoc reports and in project work.
· Undertake any other duties requested as appropriate to the banding.
Scope and Purpose of Job Description
A job description does not constitute a ‘term and condition of employment’. It is provided only as a guide to assist the employee in the performance of their job. The Trust is a fast moving organisation and therefore changes in employees’ duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the postholder.
ADDITIONAL INFORMATION
Equal Opportunities
The Trust aims to promote equal opportunities. A copy of our Equality Scheme is available from the Human Resources department.
Members of staff must ensure that they treat other members of staff, patients and visitors with dignity and respect at all times and report any breaches of this to the appropriate manager.
Medical Examinations
All appointments are conditional upon prior health clearance by the Trust's Occupational Health Service. Failure to provide continuing satisfactory evidence will be regarded as a breach of contract
Criminal Records Bureau
Applicants for posts in the NHS are exempt from the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to a criminal record check from the Criminal Records Bureau before the appointment is confirmed. This includes details of cautions, reprimands, final warnings, as well as convictions. Further information is available from the Criminal Records Bureau and Disclosure websites at www.crb.gov.uk and www.disclosure.gov.uk
Safeguarding children and vulnerable adults
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
Professional Registration
Staff undertaking work which requires professional/state registration are responsible for ensuring that they are so registered and that they comply with any Codes of Conduct applicable to that profession. Proof of registration must be produced on appointment and, if renewable, proof of renewal must also be produced.
Work Visa/ Permits/Leave To Remain
If you are a non-resident of the United Kingdom or European Economic Area, any appointment offered may be subject to the Resident Labour Market test (RLMT) which may need to be repeated on expiry of your leave to remain. The Trust is unable to employ or continue to employ you if you do not obtain or maintain a valid work visa and leave to remain in the UK.