JOB DESCRIPTION JOB PURPOSE SCOPE MAIN CHALLENGES AND OPPORTUNITIES OF THE ROLE. Job Title Pay Band Basis Location

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1 JOB DESCRIPTION Job Title Pay Band Basis Location Reports To Accountable to Data Management Officer SPMG Band IV 37.5 hours PERMANENT POST All Centres serviced by the Practices, currently including: Newbiggin Health Centre Seaton Hirst Primary Care Centre (main base) Support Services Manager Seaton Park Medical Group JOB PURPOSE The purpose of the role is to set up and operate systems and processes that support NHS Contract, Enhanced Services and Quality Outcome Framework (QOF) targets maximising achievement; ensure accuracy and quality of data; and the extraction and analysis of data and information, reporting on progress against targets. SCOPE The scope of the job lies within the Support Services function and includes particular responsibility for the administration of the Practice s Enhanced Services and QOF systems. MAIN CHALLENGES AND OPPORTUNITIES OF THE ROLE Personal Aspects: Working in a self directed and self-managed way, taking responsibility for implementing activities from planning/scheduling through to completion. Organising, prioritising and managing own workload in a busy and pressured environment. Able to work to tight and changing deadlines. Being able to accept and deal with responsibility. Using own initiative to suggest solutions to problems. Recognising the boundaries for autonomous decision-making and where more senior assistance must be sought. Working in a rapidly changing environment. Adapting the role in response to changes in the NHS. Adhering to the values of the Practice. Organisational Aspects: Operating systems and processes that support NHS Contract, Enhanced Services and QOF achievement. Carrying out data searches and critically analyse the output to support the submission of accurate claims. Monitoring and reporting on progress against targets, presenting data in a meaningful way. Supporting the interpretation and implementation of data requirements. Data extraction analysis. Ensuring data quality, integrity and accuracy.

2 ORGANISATION CHART COMMUNICATIONS & WORKING RELATIONSHIPS The post-holder will be required to provide and receive routine information, orally, in writing and electronically, to inform work colleagues and external contacts. 1. Internal Senior Management Middle Management GPs and other Primary Care Health Professionals Nursing Team Support Services and Patient Services Staff 2. External Individual patients, cares and relatives Other NHS Organisations Commercial Organisations Not-for-Profit Organisations

3 KEY RESULT AREAS 1. DATA MANAGEMENT 1.1 Operate systems and processes that support the Practice s NHS Contract, Enhanced Services and QOF achievement Duties include: defining, setting up and running EMIS Web data extraction searches; maintaining and running recall schedules; providing recall instructions to others; communicating with clinicians on deadlines for activity; maintaining a record of monthly activity; attending the Practice QOF meeting recording progress and actions; adjusting searches and recall schedule as identified and instructed; highlighting areas for improvement; ensuring EMIS Web clinical data input templates meet coding requirements; setting up new clinical templates to support clinicians; amending template letters and corresponding coding requirements. 2. DATA CLAIMING AND REPORTING 2.1 Submit accurate data claims within deadlines Duties include: ensuring all Contract and Enhanced Services monthly, quarterly and annual payment claims are submitted appropriately, extracting and manipulating data as required by changing NHS claiming processes, providing data to the Finance and Claims Officer. Where data for claims are remotely extracted, ensure these accurately reflect the Practice s achievements. 2.2 Monitoring and reporting progress against targets Duties include: proactively monitoring progress against targets, escalating areas of concern and suggesting improvement; providing progress updates on a regular basis as required; preparing and producing quarterly activity reports for internal purposes. 3. DATA INTERPRETATION 3.1 Support the Management team to interpret NHS requirements for Practice performance data and ensure the capture of such data is integrated into working practices. Duties include: implementation of specifications for services and reporting, with particular reference to accurate READ coding. Analyse data input templates and ensure they are adjusted accordingly. 4. DATA ANALYSIS AND QUALITY 4.1 Administer the Practice s data management systems in line with NHS Contract, QOF and Enhanced Services specifications Duties include: coding data; improving data quality; identifying missing or inconsistent data, investigating errors and ensuring data is amended; liaising with clinicians; reporting areas for improvements to managers; understanding the rules that govern data extracts and targets. 4.2 Carry out data validation reports and consistency checks Duties include: analysing data from clinical systems including EMIS Web, CQRS, RAIDR; identifying inconsistencies and highlighting areas that require action; carrying out regular and ad hoc data quality checks; presenting results to management, identifying areas of concern and themes, and suggesting potential solutions. 4.3 Manage systems and processes to ensure high data quality in patient records. Duties include: accurate, timely input of data and attachment of clinical documents; use of tools such as RAIDR and CHART to identify areas requiring intervention; ensure computer based

4 5. SELF templates and protocols support achievement of quality data. Identify and support the development of administrative protocols. 5.1 Manage self, own performance, time and work. Establish high level of standards and expectations for performance. Be constantly aware of what is the best use of own time; manage interruptions effectively. 5.2 Work effectively with clinicians, middle and senior managers. 5.3 Work effectively as a peer member of the Support Services function. 5.4 Act with integrity. 5.5 Actively participate in training and developmental opportunities to develop self. 5.6 Act as an ambassador for SPMG and actively promote the Practice.

5 CORPORATE CONFIDENTIALITY As an employee you have a responsibility to maintain the confidentiality of any confidential information, which comes into your possession regarding patients, employees or any business relating to the Practice. In accordance with the Public Interest Disclosure Act 1998 protected disclosures are exempt from this express duty of confidentiality. HEALTH AND SAFETY As an employee you have a responsibility to abide by all the safety practices and codes provided by the Practice and have an equal responsibility with management for maintaining safe working practices for the health and safety of yourself and others. QUALITY ASSURANCE As an employee of Seaton Park Medical Group you are a member of an organisation that endeavours to provide the highest quality of service to our patients. You are an ambassador of the organisation and, as such, are required to ensure that high standards are maintained at all times. EQUAL OPPORTUNITIES As an employee you have a responsibility to ensure that all people that you have contact with during the course of your employment, including patients, relatives and staff are treated equally in line with the Practices Equal Opportunities Policy. RISK MANAGEMENT You have a responsibility for the identification of all risks, which have a potential adverse affect on the Practices ability to maintain quality of care and the safety of patients, staff and visitors, and for the taking of positive action to eliminate or reduce these. SAFEGUARDING The Practice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. INFECTION CONTROL As an employee you have a responsibility to abide by all Infection Control Guidelines provided by the Practice. SUSTAINABILITY It is the responsibility of all staff to minimise the Practice s environmental impact by switching off lights, computers monitors and equipment when not in use, minimising water usage, minimising the need for printing and amount of paper and toner cartridges used.

6 PERSON SPECIFICATION POST: Data Management Officer ATTRIBUTES ESSENTIAL DESIRABLE QUALIFICATIONS Good general education to A level standard. English GCSE grade C or equivalent. Or equivalent experience gained through work in Primary Care. EXPERIENCE and KNOWLEDGE SKILLS PERSONAL ATTRIBUTES PHYSICAL Minimum two years experience of working with data and data analysis Good understanding of data management systems Good understanding of data quality and its importance Use of analytical skills to interpret data Excellent use of IT systems and applications such as Outlook, Word, Excel and PowerPoint. Excellent data interpretation and analysis skills. Accuracy and attention to detail. Good comprehension skills. Logical, methodical and organised approach to working. Good interpersonal and communication skills. Able to use own initiative and work with minimum supervision. Work well under pressure and able to plan own workload to meet tight deadlines. Ability to analyse and draw conclusions from data. Ability to produce reports in a wide range of different formats depending on the target audience e.g. tables, graphs, pie charts etc. Demonstrable and proven planning and organisational skills, with the ability to prioritise according to the needs of the organisation. Able to maintain confidential data in a secure manner. Able to work in a changing environment. Able to work under pressure to strict / changing deadlines Personal integrity and loyalty. High degree of personal motivation and use of initiative. Confidentiality and trustworthiness. Team player. Professional manner and organised approach. Positive, optimistic attitude. Well presented. Prolonged periods in front of a PC Extended periods of concentration required Relevant data management qualification Knowledge of Primary Care QOF and Enhanced Services Use of clinical systems