The agenda for change banding for The Health records Manager. Please see the attached JD

Transcription

1 Chelsea and Westminster Hospital Information Governance Team Chelsea Harbour Harbour Yard Unit 111, 1 st Floor London SW10 0X Our Ref: FOI ear Requester Thank you for your information request received by us on 07/07/2016 This request has been handled under the Freedom of Information Act Please note that merged with West Middlesex University Hospital in September 2015, for this reason our response covers both sites. Our response: Job description for your trusts Health Records Manager. The agenda for change banding for The Health records Manager. Please see the attached J If you are not satisfied with this response If you are not satisfied with how your request has been handled then please either 1. Respond to this and we will review our answers and get back to you or 2. Write directly to: The Chief xecutive 369 Fulham Road London SW10 9NH If, after we have addressed your complaint, you remain dissatisfied with how we have responded, you are entitled to appeal to the Information Commissioner at: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: or Website: There is no charge for making an appeal.

2 Re-use of information and copyright You are free to re-use the information contained in our response under the terms of the Open Government Licence You must take into account the exemptions and any other conditions such as the nonendorsement condition below This licence does not grant you any right to use the Information in a way that suggests any official status or that, the Information Provider and/or Licensor endorse you or your use of the Information Further information can be found at: Yours sincerely The Information Governance team mail: foi@chelwest.nhs.uk

3 Job Title: Responsible to: Accountable to: Band: ivisional irector of Operations for Planned Care Surgery and Clinical Support Services ivision ivisional Medical irector 8b 1. Job Purpose The postholder will be accountable for the delivery of high quality outpatient services across the Trust in line with national good practice to ensure compliance around access standards (such as the Referral to Treatment (RTT) standards). The postholder will provide trust-wide management of outpatient services, oversight of the e-referral system, and will provide leadership in relation to national initiatives, service improvement and strategic development. The postholder will be responsible for delivering the Trust s referral management and appointment booking systems, covering all aspects of the hospital s activities as part of a broader service improvement agenda. The postholder will be responsible for the appointments office, along with overall management responsibility for the Trust s health records service. The post holder will take a leadership role in ensuring the operational delivery of the Trust s lectronic ocument Management (M) rollout. The postholder will attend key meetings internally and externally, and will act as a key liaison point with commissioners. The postholder will provide management support for the Health Records Committee. The postholder will attend the weekly Trust lective Access Group meeting. The postholder will deputise for ivisional irector of Operations. The post holder will be part of the Trust s senior manager on call (SMOC) rota. 2. Key Relationships ivisional irector of Operations, ivisional Medical irector and ivision Nurse irector, managers and nurses across the three clinical divisions, service Improvement team, Information team, Finance Business Partner, HR Business Partner, lectronic ocument Management (M) team, lectronic Patient Records (PR) Team. 1

4 3. Key Roles and Responsibilities 3.1 Service evelopment In liaison with the executive and directorate teams, and in the context of the Trust s strategic plan, the postholder will: evelop a strategy for outpatient services and health records, in line with service users needs and create an annual outpatient business plan and a performance delivery plan. nsure that developments, which seek to replace existing resources or require investment, have a business case developed and approved. Work collaboratively with commissioners, other health care providers and external organisations to take forward the strategic development of the outpatient and overall patient access agenda in line with Trust objectives and patients / carers views. evelop, publish and implement the Trust Patient Access Policy and relevant standard operating procedures nsure that the Trust patient information systems are operationally compliant and fit for purpose from an RTT and wider access perspective. nsure that the Trust is best positioned to be the provider of choice for patients and GPs through the streamlining of administrative processes, good data collection information. Analyse and interpret RTT, outpatient, e-referral and other performance data against national targets and develop and co-ordinate local and trust-wide action plans to achieve and maintain these targets. 3.2 Operational Management Lead and chair a Trust wide outpatient forum, bringing together representatives from all key professional groups, directorates and commissioner colleagues. evelop an organisational and departmental readiness framework for the services, identifying and leading actions emerging from the gap analysis and recommendations, particularly the human resource impact. Implement a programme to review the irectories of Services in conjunction with clinical teams across the Trust supporting the management of elective clinical services and the marketing of services through the e-referral system. Represent the Trust at external meetings e.g. commissioner led meetings, in relation to outpatients and delivery of elective services. Performance manage and establish working groups to support the work of the Trust lective Access, Planned Care Board or other Boards where elective access forms a key part of the agenda. evelop performance management systems that enable action plans and progress to be monitored on a routine basis, working with the Information and PR teams to ensure delivery of routine information reports. 2

5 To drive the demand management initiatives related to outpatients. To work with the clinical teams to ensure the efficient running of clinics - identifying and implementing changes with the directorates as a result of additional pressures on the service e.g. establishing additional clinics; managing shortage of staff etc. To ensure the development of key quality standards for the delivery of appointments office services, taking action to ensure a consistently high quality. To communicate the outpatient and health record agendas at all levels within the Trust, including regular reports to the Trust Board and other Boards as appropriate. 3.3 Staff Management To provide exemplar (visible and strong) leadership to staff within the service remit and beyond. To develop and deliver training and support programmes for directorate and front-line staff in relation to access procedures and booking services, including service improvement techniques, processes to follow and systems to be in place for partial and fully booked services. Also, to develop a clear understanding of the role and customer care standards expected from each member of staff involved in the booking process. Provide line management support to members of the appointments office and call centre including team meetings, individual appraisal, personal development, performance management and regular review of team objectives and job descriptions in accordance with the Knowledge and Skills Framework. Support staff in dealing with difficult situations e.g. potentially aggressive patients or carers, ensuring they have appropriate training in conflict resolution. Respond to feedback from the annual staff survey and implement a directorate response, taking action where staff raise concerns. nsure appropriate, cost effective staff deployment through sound planning with workload analysis and effective skill mix to deliver a high standard of service to patients and users of the department nsure that any grievances, disciplinary, harassment, performance and sickness absence/attendance issues are dealt with in line with Trust policy. The post holder will agree personal performance objectives with their line manager and undertake personal development activities in line with the requirements for the post. 3

6 3.4 Performance and Finance Management Coordinate the design and implementation of a trust wide training programme to ensure that key staff are appropriately trained to ensure good data quality and access policy compliance in line with key organisational standards evelop a set of Key Performance Indicators for the service for incorporation into the division s and directorate s performance meeting. To deliver the nationally and locally agreed KPIs around outpatient waiting times, and e- referral usage and slot issue. Provide leadership around demand management initiatives within outpatients, for example reducing new to follow up ratio for the Trust, including carrying out audits as necessary and developing joint action plans with specialty teams. nsure compliance with Caldicott principles and the ata Protection Act (1998) in all aspects of this role. To be the budget holder for all services lines relevant to Outpatient Services and Health Records. nsure that the budget for service lines within the remit saving plans and capital projects are managed within the limits set by the Trust s Annual Financial and Capital Plan, taking any remedial action which may be necessary to ensure delivery of agreed cost improvement plans (CIPs). nsure trust wide compliance with the Trust Access policy and develop systems for auditing compliance 3.5 Governance Support the Trust through a system of internal controls within the departments that support an integrated approach to governance. This will include responsibility for mitigating risks identified in the Trust s Risk Assurance Framework, the Risk Register and the Incident Review Register. 3.6 Communication and Relationships Communication with patients and carers forms an essential part of the role. This includes the provision of patient information, responding to complainants and working with patients or carers in the outpatients or appointments office setting who are potentially abusive (verbally or physically). This should be managed in accordance with the Trust s policies and procedures to ensure personal safety and that of staff or other patients/ carers is not placed at risk. The will develop and maintain collaborative working relationships internally and externally. nsure all staff are effectively informed of policies and procedures that may impact on their practice. Cascade information relating to the service throughout the Trust operational structures through, for example directorate meetings, workshops, papers, and presentations to committees / departments. 4

7 CHLSA & WSTMINSTR HALTHCAR NHS TRUST PLANN CAR SURGRY AN CLINICAL SUPPORT IVISION PRSON SPCIFICATION FORM Post title: CRITRIA ssential esirable VINC PHYSICAL RQUIRMNTS Health Clearance by Occupational Health for role as specified. Occupational Health letter UCATION / QUALIFICATION ducated to egree Level and / or Clinical Qualification. CV and Certificates. Proven track record of personal development CV Higher egree or equivalent CV Membership of Professional Body in healthcare management. CV Prince 2 Practioner Qualification PRVIOUS XPRINC Significant senior management experience to masters level or equivalent. Specialist knowledge and experience of delivering outpatient services and the national booking agenda. Proven effective management of: staff information budgets In depth experience of developing business and capacity plans (including long term strategic goals) vidence of leading the successful implementation of complex service change working in a multidisciplinary environment (including new ways of working e.g. for access and booking) xperience of working across primary and secondary care settings to agree common goals, develop and implement agreed action plans 5

8 emonstrable understanding of patient administration systems, processes and management. Proven understanding of the ICRS strategy and timetable, especially in relation to the booking agenda xperience of using information to monitor performance and use this to inform decisions about service planning, and redesign (capacity and demand analysis) xperience of developing, agreeing and implementing polices/ procedures/ guidelines vidence of involving patients in the development of services xperience of dealing with patient complaints and developing action plans in order to address identified issues Project management experience across an organisation Working successfully with all staff groups and suppliers, internally and externally. Understanding and use of capital, financial, human resource, health and safety, diversity and equality and security policies and procedures. Commercially astute with strong negotiation and contract management skills 6

9 KNOWLG SKILLS AN ABILITIS Understanding of the NHS modernisation agenda and in depth understanding of booked admissions CV and application Knowledge of Government guidance and national initiatives relating to outpatients services and the booking and choice agenda. Ability to deliver the implementation of booking across the Trust s outpatients, day surgery, inpatients and eventually diagnostics Highly motivated, able to work independently and as a team player. A numerate individual with good financial, information management and analysis skills. emonstrable skills and ability in strategy development and also modernisation techniques Good leadership, influencing and communication skills, both verbal and written at all levels within and across organisations. Ability to work under pressure and flexibly as part of a team. A good understanding of the Choice agenda and the role of booking in facilitating this. Clear understanding of customer care standards and the role of booking in delivering the service offer Knowledge of performance indicators and importance of booking in relation to key targets IT literate in relation to word, excel and power-point. CV and Interview Interview Interview Advanced IT skills, with the ability to use and create databases, pivot tables and flow diagrams using Access, xcel, Visio and Project 7

10 APTITUS, PRSONAL CHARACTRISTICS emonstrable leadership skills Ambassadorial/ representative role externally CV, application and Ability to motivate and manage others with and without direct line accountability Ability to work with patients, carers, PPI forum, clinical staff, GPs and primary care teams Highly motivated, able to work independently and as a team member Ability to promote, monitor and maintain best practice in health, safety and practice. Involvement of patients and staff in shaping plans and delivering service improvements. xcellent project management skills ability to develop policies /procedures Ability to develop a culture that promotes equality and diversity. Ability to plan, develop, monitor and review the recruitment, deployment and management of people. Report writing and statistical aptitude 8