Assistant Operations Manager

Transcription

1 BUSINESS INTELLIGENCE ASSISTANT JOB TITLE: Business Intelligence Assistant To co-ordinate all matters concerned with the delivery of QOF and enhanced services. SUMMARY OF ROLE: This is a varied, customer facing information role providing dedicated support to the business agenda. This post provides expertise in the capture, analysis and presentation of information to inform, monitor and evaluate service provisions within Beacon Medical Group. This includes interrogating information systems, creating reports and providing specialist advice on information collection and analysis to staff within the organisation and providing training and support for data quality improvements. SALARY: HOURS OF EMPLOYMENT: PLACE OF WORK: APPOINTMENT: ACCOUNTABLE TO: Primarily at Plympton Health Centre but also at Chaddlewood Surgery and Ivybridge Medical Practice when necessary. Permanent contract Assistant Operations Manager

2 KEY RESPONSIBILITIES: Information Management The post holder will be required to work with clinicians and managers to identify their information needs and to analyse and provide information to support them in the delivery of healthcare/planning and decision making. To analyse, develop, interpret and present information to a high standard. To scrutinise data and proactively report on changes in trends and patterns. Carry out timely and accurate information analysis and reporting. Lead on development, implementation, monitoring and evaluation of new information systems/databases as required and provide training to the wider team. Work with members of the Team to investigate the causes of any variance from target/plan and proactively contribute to the implementation of solutions Quality and Outcomes Framework and Enhanced Services and New Business Co-ordinate the delivery of the QOF. Contribute to the delivery of any enhanced services that the Practice has undertaken to deliver. Identify actions required to maximise achievement against QOF clinical indicators and enhanced services targets. Administer the recall system associated with QOF and enhanced services. Collate data relating to QOF and enhanced services and present achievement and deficit details at the routine meetings. Take minutes of routine meetings to discuss achievement against QOF and enhanced services targets and disseminate these to the wider practice team. Ensure improvement actions agreed at routine progress meetings are carried out by members of the practice team. Assist in the preparation and collation of evidence required to support practice achievement against QOF non-clinical indicators, and other service contracts. Provide support to the Assistant Operations and Operational Manager on business cases for new services. Maintain and improve the Business Intelligence reporting suite. Provide Business Intelligence information at Operational Meetings. Monitor KPI s for the organisation general practices and other services provided by the organisation. Assist in the preparation of reporting for contract management meetings, analysing data against KPI s. Ensure data management, analysis and reporting is carried out in a timely way against agreed criteria Assist in the preparation and action plans for delivery of Enhanced Services.

3 Help practice manager with assessments of practice, e.g. with CQC, Information Governance and training assessments Develop a structured and automated system for reports and audits Implement health awareness campaigns e.g. cervical smears, Chlamydia screening and immunisations Undertake improvements in line with patient satisfaction surveys Other: Electronic Clinical Records System. Assist in the creation or update of encounter screen templates to meet practice needs. Set up mechanisms for ensuring compliance with QOF and enhanced services before codes have been incorporated into the clinical records system. Contribute to the development of Practice procedures. Proactively initiate data quality improvement projects Clinical Coding, Audits and Claims Exercise functional authority of personnel carrying out clinical coding. Ensure clinical coding specialists comply with Practice procedures. Ensure partners and staff are briefed to use those Read codes which satisfy current QOF business rules or where no codes yet exist to follow agreed procedures. Contribute to the development of Practice procedures. Submitting enhanced service claim in line with time scales. Responsible for running necessary reports to support business intelligence function, Providing figures to the Group on performance. Audit data collection standards in the practice. Interrogate data for audit purposes. Work with the Operations Manager to ensure that staff comply with practice procedures. Management of ICT systems Ensure maintenance of IT infrastructure. Set up and maintain new users according to practice protocol, ensuring they have access to required applications, this will include NHS Mail, NHS smart cards, INR Star and ICE. Report system faults with ICT/ Software supplier and keep all sites informed. Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment.

4 Oversee use of clinical IT system. Provide support and training to maximise and optimise use of system. Liaise with CCG and/ or other service providers Troubleshoot clinical database. Ensure backups are taken in accordance with the practice procedure. Report to the Operations Manager and significant events relating to the IT systems. Support the organisation in the ongoing development and implementation of its IT Strategy. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and the business. In the performance of the duties outlined in this job description, the postholder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Equality and Diversity The postholder will support the equality, diversity and rights of patients, carers and colleagues to include: Acting in a way that recognizes the importance of people s rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is nonjudgemental and respects their circumstances, feelings priorities and rights. Personal/Professional Development The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

5 Health and Safety The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures. Communication The postholder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize people s needs for alternative methods of communication and respond accordingly. Quality The postholder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team s performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources. Contribution to the implementation of services The postholder will: Apply practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate The details contained in this Job Description are not exhaustive and may change as the post develops. Postholder s Signature Date Signed on behalf of the Beacon Medical Group Date

6 PERSON SPECIFICATION Qualifications Essential Educated to GCSE grade C and above in Maths and English, or equivalent, NVQ Level III or equivalent experience Or substantial experience in similar role will be considered Desirable Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area Knowledge and Experience Previous experience of QOF Demonstrable experience of coordinating projects in complex and challenging environments Experience of drafting briefing papers and correspondence Use of spreadsheets and database systems Experience of working as part of a team Understanding of Primary Care Detailed knowledge & understanding of Informatics including datasets, coding, data quality, control mechanisms for data management, definitional guidance & data protection Experience of using case management systems to extract data Minimum of 1 year period working directly with members of the public in a busy NHS environment Experience of statistical analysis Experience of presenting information to influence decision makers Experience of using SystmOne

7 Skills Excellent interpersonal skills and the proven ability to communicate effectively at all levels Expert in the use of computer software, e.g. Microsoft Word, Excel, Powerpoint, etc Ability to provide ICT support and guidance to other members of the practice team Ability to translate and communicate complex information to a broad range of stakeholders Strong research and data analysis skills Able to work on own initiative and as part of a multi-disciplinary team Be able to multi-task and follow tasks through to their conclusion Ability to work with changing, and sometimes conflicting priorities, with limited supervision Ability to remain calm, friendly and professional under pressure Ability to solve problems within area of work/knowledge Recognise own development needs and identify how these can be met Flexible in approach to work. Interested in/aptitude for learning new skills/taking on new challenges