Clinical Systems Application Manager

The Clinical Systems Team supports and maintains the Trusts hospital computer systems which include i.Patient Manager, i.Clinical Manager, SystmOne EPR Core, Open Exeter, InTouch and eOutcomes, Solventum Digital dictation, SALUS, SeeEHR, ePMA, Infoflex, Attend Anywhere, technical aspects of eReferrals, Nervecentre (ED and H@N) and other in-house software developments (i.e eDischarge, Results Acknowledgement). The post will also support the current D&I Priorities whilst working towards a full EPR solution.

The Systems hold basic confidential information from the patient demographics through to diagnostic tests, prescriptions and detailed operational information including coding.

The post holder will be responsible for the system management of the Solventum System, along with other priority clinical systems. This post will also support the administration aspects of the other systems managed by the Team to uphold the operational requirements of the local Health communities: UHPNT, Cornwall, Livewell, West Devon and all GP Surgeries throughout Devon & Cornwall.

Main duties of the job

The post holder will directly manage members of staff. The post holder will be specifically responsible for contributing to the future development and maintenance of all systems maintained by the Team with specific system management responsibilities for amongst others Solventum (including voice recognition) as well as deputising. The post holder will liaise with organisations within the Plymouth Health Community including Plymouth and Cornwall Community Healthcare, Devon ICB and other Health Community support providers alongside internal and external suppliers of the systems.

There are currently 1200 Solventum users, 6100 Nervecentre Users, 2500 iPM Users, 4000 iCM users, 1800 InTouch users, 7,000 SALUS, SeeEHR and EPMA users and 700 GP Practice users all of which include both Clinical and non-clinical staff.

Job responsibilities

• To provide leadership and advice on Clinical Systems
• Responsible for the Clinical Systems and acts as an Information Asset Administrator ensuring in-house staff are trained and fully competent to be available to cover when necessary
• Assist with the planning, coordination and document system patches and upgrades including appropriate validation that will include User Acceptance Testing. Ensure patches and new releases are implemented and tested using standard test scripts where possible together with specific tests for new features and spot tests and provide assurance against any malicious cyber-attacks
• Ensure that managers of operational areas affected by the system have manual procedures in place so that the Trust can continue to function in the event of a system failure or planned downtime, or that risks associated with system failure have been assessed and appropriate controls enabled
• Maintain communication to staff (users) of any changes being undertaken to the system via standard D&I messages, i.e. upgrades, downtimes or additional values being implemented
• Ensure that any change to the systems does not adversely affect any of the other Trust Systems which interface with the Clinical System change
• Act as the relationship manager between System Suppliers, the D&I Service and System Users, Liaising with the software supplier on acquisition, installation and initial training on the system
• Escalate hardware and software faults to D&I and / or Supplier as appropriate and ensuring they are rectified. Monitor and assess calls logged against the agreed Service Level Agreements (SLA)
• Coordinate enhancements / Change Requests required by the Trust for consideration in the development programme when identified and agreed through the various forums and logs
• To create and maintain system documentation, policies and procedures relating to the Clinical Systems including System Level Security Policy documents, ITSAT, BCP, DPIA, change and problem records, Data Quality Policies and Procedures. To participate as part of the Administration Procedure Notes (APN) and Information Recording (IRSG) Group to ensure information is recorded and used appropriately across all systems
• Adhere to NHS and Trust standards, possessing a thorough understanding of NHS data sources, data definitions and data flows including Information Standards Notices (ISN) and take the lead when new directives are issued to implement across the systems
• Determine who is allowed access to the systems and to what level of security, allocating accounts and ensuring staff are provided with the necessary training
• Ensure accounts are de-activated for staff leaving or moving to another role when advised by the Trust
• Liaise with the D&I System Trainers to ensure training materials and relevant e-learning or classroom training is available, appropriate and up to date
• Maintain the integrity of the systems by ensuring appropriate Data Validation takes place and where errors are identified corrective action is taken and the root cause is assessed and understood. Where errors are caused by feeder systems ensure the appropriate system manager is made aware and the error corrected
• Raise and monitor risks and incidences as necessary
• Ensure the applications are run in accordance with the requirements of the General Data Protection Regulation (GDPR) (May 2018)
• Ensure any live system is separated from any required development / testing / training environments
• Display vigilance to any breaches of security, providing information to the Information Governance Team to aid investigations
• Ensure data integrity is maintained and security controls are not by-passed
• To work with the Information Security Manager and Fraud Officer in confidential investigation(s) when there are possible security breaches involving the Clinical Systems
• Ensure the provision of data subjects who have the right to access are able to obtain extractable information from the systems. Ensuring data is extracted appropriately to fulfil requests under the GDPR and Freedom of Information Act and provided in a timely manner.
• To be responsible for the recruitment of staff
• To carry out regular staff meetings, yearly appraisals and performance reviews
• To help drive and implement changes to any of the trust's Clinical Systems as part of the wider Electronic Patient Record journey, including the help of "sunsetting" current Clinical Systems.

OTHER

• Flexible approach to working.
• To undertake other duties as directed by the Clinical Systems Manager.
• In all aspects of the role to be treated confidentially.
• D&I operate an on-call rota, ensuring P1 systems are covered 24/7. This aspect is mandatory for this role.

Person Specification

Qualifications

• Educated to degree level or equivalent demonstrable qualification / demonstrable experience.
• Recognised Management qualification or equivalent demonstrable experience.
• Prince 2 Foundation.
• Previous demonstrable experience of working in the NHS.
• Specialist proven evidence and expertise of Clinical Systems.
• Proven evidence of core IM&T systems.
• Must have excellent communication skills - written and verbal.
• Ability to effectively understand the user perspective.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.