Clinical Administration Data Officer

**Job Purpose**:
To provide Emis Web training to staff in the Hospice and Emis data support to the Clinical Administration and Data Manager and administrative support to the Clinical Administration Team, when required.

**Key Responsibility Areas**:
**Service Delivery**

Deliver induction training sessions to new Emis users within the Hospice, ensuring that the user is confident in their use of the system and is compliant with SMH GDPR policies.

Explain principles of auditing use of the Herefordshire One and Health Share data sharing window within Emis, during delivered Emis training sessions.

Weekly check on data completion for all new patients to the Hospice, ensuring initial referral data is accurately recorded and any missing data identified and resolved.

Monitor electronic patient records within Emis Web and resolve issues relating to missing Patient Journey Tracker data completion.

Complete edits to Emis master documents and Emis templates as required by Clinicians, ensuring testing of the edited template end product, has been checked for anomalies.

Import outside organisation updated referral documents as required by Clinicians, ensuring compatible with Emis processes adding patient autofill information as required.

Manage the annual deceased patients paper notes archiving task, ensuring correct compliance with preparation for scanning to disc by outside contractor. Check scanned notes to CD within paper destruction time frame by outside company and ensure safe storage of checked CD.

Support the Medical Secretaries with Subject Access Requests, which will permit the request to be completed within allowed time scale. Prepare SAR data for sharing and ensure data security at all times.

Become an NHS Smartcard holder and assist the SPA Hub Coordinators with tracing out of area patient into SMH Emis, from the NHS Spine, when required.

Complete data compilation and checking of data reports as directed by the Clinical Administration and Data Manager.

Assist with the compilation of the annual GDPR check of data flows within the hospice.

Assist the Clinical Administration and Data Manager with entries to the main SMH IPU Off Duty spreadsheet which collates Nurse and HCA shift patterns and patient bed stay data.

Assist the Clinical Administration and Data Manager with compiling data for the quarterly activity reports for Powys area patients to Powys CCG.

Compile and complete data cleansing on the monthly deceased patients Emis report.

Distribute monthly deceased patient report to Fundraising Department ensuring all required data fields are included.

Support the Clinical Administration and Data Manager with collating and compiling dependency scoring data from IPU for the required monthly patient dependency to staff ratio reports.

Provide support to members of the Clinical Administration Team as required.

**People**

Deliver role based set Emis training packages to new Emis users within the Hospice.

Become an Emis Super User to assist colleague within the Care Department with Emis Web user support.

Ensure volunteer compliance with hospice policies and procedures.

Work as part of the Clinical Admin Team and attend bi-monthly Team meetings.

Establish and maintain effective working relationships with Clinical Administration team members within the hospice.

Support Clinical staff with access to the NHS Shared Care Record (Health Share), recording any supporting evidence for accessing the record is recorded to ensure compliance with accessing the record criteria.

**Building External Relationships**

Attend Annual Emis (HUG) Hospice User Group meetings alongside the Clinical Admin and Data Manager.

**Planning / Organising**

Plan and organise bi-monthly Clinical Admin team meetings, take and distribute approved notes from meeting.

Attend and deputise for the Clinical Administration and Data Manager if they are unavailable to attend Team meeting.

Complete a quarterly audit of Emis Help and Support page on Squeaker to ensure that all up to date Emis training guides and current Emis Super Users list with contact ext. numbers, are available to download.

Assist with quality checks on Emis User training guides.

Assist the Clinical Administration and Data Manager with the compilation of data for quarterly reports to CCG Local Authorities.

**Communication**

Confidently deliver Emis introduction training sessions to new members of staff or volunteers using Emis in the Hospice.

Contribute as requested to the Hospice educational programme for new starters using Emis.

Sensitively answer telephone calls, taking and conveying accurate messages for Hospice colleagues if working in any of the three Clinical Administration areas within the Hospice.

**Person Specification**

**Specialist Knowledge and experience**

**Essential**
- Specialist knowledge of using Emis Web within a Health and Care environment.
- Advanced communication skills.
- IT computer skills including MS Office - Teams, Excel, Word, Ou