Job summary
We have an exciting job opportunity to join our friendly Care Services team as our Care Database Officer at Tŷ Hafan.
Main duties of the job
The role will be responsible foreffectively facilitating and driving the continuing development, implementation and embedding of the care services databases, including the clinical records system (the care database) and the quality assurance system (RADAR) within care services.
You will be a point of contact for colleagues across care services for these systems, providing support and troubleshooting to maximise colleague confidence and capability, and system performance.
The role is full time over hours per week, on site cover Monday to Friday.
Key tasks include:
1. Review the performance of the care databases and identify areas for improvement and support in data cleansing
2. Coordinate small projects to deliver and embed improvements, including data entry and accuracy
3. Be an accessible single point of contact that enables 'right first time' behaviours
4. Working side by side with care services colleagues delivering initial user training and follow up training to increase confidence
5. Develop and manage a network of 'super users
6. Track all issues and concerns through to completion
7. Create timely and accurate clinical and quality performance reports
About us
Tŷ Hafan is one of the UKs leading paediatric palliative care charities and offers respite, care and support to children and young people with life-limiting conditions across Wales. We support them and their families at our hospice in Sully, in the community and in their homes. As a charity we greatly value the input, contribution and commitment of our many volunteers and supporters, without whose support we would not be able to provide the services we do to children and their families. Our families describe us as a lifeline as we enable them to create precious memories with their children during their short lives, as well as at end of life and beyond.
Our enhanced benefits package includes:
8. Holiday entitlement of 30 days (rising to 32 days with service) plus Bank Holidays
9. Group Personal Pension Scheme with an employer contribution of 5%
10. Life assurance (death in service benefit)
11. Wellbeing support including our employee assistance program, which provides a range of free services including counselling, financial and legal support.
12. Unlimited access to a 24/7 online GP
13. Healthcare Cash Plan
14. Staff complimentary therapy and yoga sessions offered regularly.
15. Cycle to work scheme
16. Technology, mobile phone and will writing schemes
17. Discounted gym membership and shopping discounts (including 25% of all purchases from any Ty Hafan Retail shop)
18. Subsidised meals
19. Free on-site secured parking.
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
20. Educated to A Level or equivalent
21. Willingness to undertake relevant role-based education and training in the management of care systems
Desirable
22. A qualification in ICT.
Experience
Essential
23. Experience of working with and analysing complex data including inputting, interrogation, and reporting.
24. Experience of leading small projects and securing effective and sustainable buy-in / improvements.
25. Experience of gathering data, validating information received and contributing to the development of reports.
26. Experience of working in a Health Care Setting.
27. Experience of providing effective systems training to others.
Desirable
28. Have some experience of using project management software tools.
29. Experience working with clinical patient management systems and handling complex and confidential clinical information
Key Attributes
Essential
30. Demonstrating compassion, providing an excellent service, working together, and taking ownership (our values).
31. A positive team player with a can-do attitude, who can see the bigger picture and actively contribute to wider team goals.
32. Innovative, open minded and proactive
Knowledge and Skills
Essential
33. Excellent communicator with the ability to build and maintain rapport with a variety of internal and external stakeholders.
34. Strong verbal, written and interpersonal communications skills, with diplomacy and sensitivity appropriate for engagement with different levels of stakeholders.
35. Ability to work with multiple teams and ensure that different viewpoints are considered.
36. Able to coordinate small groups, time, quality and other resources to deliver successful projects.
37. Organised with a good attention to detail.
38. Ability to work without direct supervision.
39. Excellent IT skills, with a good understanding/knowledge of Office 365 including excel, SharePoint, outlook and MS Teams.
Desirable
40. A proficiency in data analysis and the ability to construct insightful dashboards using tools such as Power BI.
Other requirements
Essential
41. Sound understanding of Data Protection and Confidentiality
42. Ability to work flexibly according to service requirements.