job title: epr transformation lead epma - electronic ... · job title - job description – month...

JOB TITLE: EPR Transformation Lead EPMA - Electronic Prescribing & Medicines Administration [EPMA] DEPARTMENT: EPR Transformation

JOB DESCRIPTION

Job title - Job description – Month Year

Chelsea and Westminster Hospital NHS Foundation Trust 2

About our organisation

Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main

hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a

number of clinics across London and the South-East.

We have nearly 6,000 members of staff that care for nearly one million people locally,

regionally, nationally and internationally. Both hospitals provide full clinical services, including

full maternity, emergency and children’s, in addition to a range of community-based services

across London, such as award-winning sexual health and HIV clinics.

We are one of the best performing FTs in London for A&E waiting times, and mortality rates

are better than average. Since the Care Quality Commission last inspected our hospitals we

have taken on responsibility for a range of new services. Our new services include:

Cardiac catheter service and a paediatric assessment unit on the West Middlesex site

Surgical assessment unit on the Chelsea site

New sexual health clinic at 10 Hammersmith Broadway

Virtual fracture clinics

Learning disabilities passports

Plans are in place for a £20 million expansion to critical care facilities and refurbishment of the

children’s unit at West Middlesex, both in partnership with the Trust’s dedicated charity CW+.

Our priorities

1. Deliver high-quality patient-centred care

Patients, their friends, family and carers will be treated with unfailing kindness and respect by every member of staff in every department and their experience and quality of care will be second to none.

2. Be the employer of choice We will provide every member of staff with the support, information, facilities and environment they need to develop in their roles and careers. We will recruit and retain people we need to deliver high-quality services to our patients and other service users.

3. Deliver better care at lower cost

We will look to continuously improve the quality of care and patient experience through the most efficient use of available resources.

Our staff

Our staff survey results show that our Trust continues to have high levels of job satisfaction.

Striving to improve this even further remains our priority of being an employer of choice. This

means not only attracting staff, but keeping them through investment in learning and

development, career progression and attention to work/life balance.



Job title EPR Transformation Lead EPMA

Division/Directorate Corporate

Responsible to EPR Engagement Lead

Accountable to EPR Transformation Lead

Type of contract Fixed Term i until 31st March 2020

Location Chelsea site available to attend West Middlesex, Cerner (Paddington)

Trust Values

The Trust has launched its values to patients and members of the public to demonstrate the

standard of care and experience they should expect from any of our services.

These values form the mnemonic PROUD:

Putting patients first

Responsive to, and supportive of, patients and staff

Open, welcoming and honest

Unfailingly kind, treating everyone with respect, compassion and dignity

Determined to develop our skills and continuously improve the quality of care



1.1 Overview

The Trust Board comprises an independent Chair, Sir Thomas Hughes-Hallett, Executive Directors (Chief Executive, Deputy Chief Executive, Medical Director, Chief Operating Director Chief Nurse, Chief Financial Officer, Director of HR and OD), and eight Non-Executive Directors from outside the NHS.

The Chief Executive of Chelsea and Westminster NHS Trust is Mrs Lesley Watts.

2.0 Summary

Chelsea and Westminster NHS Foundation Trust is entering a new partnership arrangement with Imperial College Healthcare NHS Trust to take forward a Joint EPR Programme. This role will play an important part in taking Chelsea and Westminster live on the Cerner electronic patient record system (EPR). The implementation is an enabler to supporting transformation of care process models and patient pathway development across both organisations. The EPR will provide the capability for a paperless patient record, incorporating the full range of medical and nursing data and notation required to deliver patient care. The system will include, for example, electronic prescribing, assessment templates, monitoring of vital signs and Integrated Care Pathways. Throughout this programme it is necessary for the Trust to introduce major change and therefore an EPR transformation function is required to ensure that Chelwest EPR implementation is an enabler to clinical and administrative transformation. To develop the Trusts Change Management plan that will support the successful introduction of paperless patient records for the entire hospital, for all clinical staff groups. The post has a wide remit and will deal with the following:-

1. To work closely with the EPMA team of pharmacists to provide EPMA development through to go live.

2. Work closely with senior clinicians and managers to ensure that 6000+ members of staff at Chelwest change their work practices in order to successfully utilise the new electronic patient record. This will include medical, nursing, AHP, managerial, and administration and clerical staff.

3. To develop expert knowledge of the EPR system and the work processes required to use it effectively. To analyse existing work processes and to design alternative and effective ways of working with clinical and managerial staff at the Trust. This may include processes within clinical teams for which precedents do not yet exist.

4. Ensure real involvement of key staff at all levels of the organisation in the decision-making regarding the changes that will impact on processes in their clinical and managerial areas of responsibility.

5. Responsible for Process Redesign for the introduction for EPMA within the electronic patient record across the hospital. This will include redesign of clinical processes working jointly with clinical staff, including challenging existing work practices and job roles and responsibilities. Gain the subsequent necessary approval through the Trusts Governance arrangements.

6. Manage change processes in order to minimise disruption to Trust day-to-day business during major system implementations that will affect large numbers of staff at the same point in time.

7. Application of proven Change Management techniques and procedures. 8. Close working relationships with colleagues at Imperial College Hospital Health Care

Trust and Cerner



3.0 ROLES AND RESPONSIBILITIES

Operational

Responsible for the contributing to the development of the EPR Transformation plan in areas of the individual’s expertise

Responsible for the implementation of the EPR Transformation strategy and plan for the Cerner programme across the Trust, ensuring the successful delivery of the paperless patient record. Input into the EPR Transformation strategy to the formulation of the ICT Directorate Strategic Plan. Instigate and maintain professional Change Management and Transformation standards across the whole of the EPR programme.

Liaise with project managers to map current information flows within each clinical area. Draw up new process maps as part of the preparation of clinical areas for the transition to new ways of working. Document and manage the implementation of new information flows, system processes and business practices.

Analyse the impact of new processes on clinical areas, working closely with identified EPR transformation leads in each area. This may include requirements for training, equipment or amendments to current job roles and responsibilities. Ensure these requirements are met through the relevant project within the programme. Liaise with the Trust Human Resources department in order to address any workforce change issues that arise.

Responsible for audit of the effectiveness of EPR Transformation techniques within the Cerner Programme. Responsible for the subsequent amendment of techniques and procedures to ensure continuing, effective performance of the EPR Transformation work stream. Establish effective relationships with Cerner’s Solution Architects, exploiting change expertise available from the CfH team. Support the Trust’s services transition management, ensuring that ‘business as usual’ is maintained during the transition to new systems, and that any changes are effectively integrated into the procedures within clinical areas. Contribute to an analysis realisation of benefits. Participate as required in EPR Transformation meetings, workshops and conferences across the Care Community, Cerner and other Cerner using organisations.

Human Resources Support the development of the EPR Transformation plan for the Cerner Programme and ensure that staffs collaborate effectively with all other work streams within the programme.

Ensure that the Change Management team provides timely and effective change expertise to every project during the lifetime of the programme.

Provide line management, appraisal and development for appropriate support officers. Ensure that regular appraisal of staff is undertaken and that personal development plans are established.



Coach in-house EPR Transformation Leads in the transformation / change management techniques and standards to be adopted by the programme. Provide professional

support and development for these staff. Monitor attendance and to maintain records accordingly. Responsible for recruitment, retention and disciplinary matters of those staff that report to this post. Develop team morale and motivation through effective personal leadership, ensuring views and decisions are communicated both up and down the management structure. Regularly communicate with the Cerner Programme Manager and advise where management action is required.

Training

To participate in a combination of knowledge transfer and highly specialised training initiatives to support both personal development and service enhancement. Prepare and provide relevant documentation. Project Management Develop detailed transformation plans for each module of the system implementation, liaising closely with the Cerner Programme Manager, the head of EPR Transformation Cerner and Trust Project Managers.

Participate in Trust Governance structure of meetings as required, acting as subject matter expert and/ or Project Board member. Support the EPR Transformation work stream in accordance with programme management methodology (e.g. MSP). Input to Project Management documentation consistent with PRINCE II methodology. Identify project resources required to successfully deliver change within each project and liaise with relevant ICT Manager(s) to ensure availability and allocation. Policy

Responsible for the development of EPR transformation policies and procedures for area of expertise within the Cerner programme, ensuring these are consistent with the trust requirements

Advise or assist peer Leads on the development of their EPR transformation policies and procedures. Communication

Communicate clearly, concisely and persuasively, verbally and in writing. Negotiate flexibly to ensure the best outcome for the patient and service staff.

Communicate effectively with fellow staff within the ICT Directorate, Clinical and managerial staff at all levels, external service provider representatives, and peer NHS organisation representatives.



Use appropriate technologies and techniques; communicate ICT issues to a wide range audience, internal and/or external members, and providing guidance and ICT concepts. Develop and deliver complex presentations to large groups.

Provide and receive complex, sensitive or contentious information, where there are significant barriers to acceptance which need to be overcome using developed interpersonal and communication skills such as would be required when communicating in a hostile, antagonistic or highly emotive atmosphere. Developing, proposing changes to working practice in the administrative offices. Sharing responsibility for monitoring stationery stock levels and re-ordering as necessary. To undertake any other duties commensurate with the grade of the post and needs of the team. Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward. Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language, culture, understanding or physical or mental health conditions. 4.0 General Information

Health Clearance

All appointments are conditional upon prior health clearance by the Trust's Occupational Health Service. Failure to provide continuing satisfactory evidence will be regarded as a breach of contract.

Disclosure and Barring Check

Applicants for posts in the NHS are exempt from the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This includes details of cautions, reprimands, final warnings, as well as convictions. Further information is available from the Disclosure websites at www.disclosure.gov.uk

Health and Safety at Work

a) It is the duty of every employee while at work not to intentionally or recklessly interfere with anything provided in the interest of health and safety, including anything provided in pursuance of statutory provision.

b) It is the duty of everyone while at work to take reasonable care of the Health and Safety of themselves and other persons who may be affected by acts or omissions at work.

c) It is the duty of every employee while at work to co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Infection Prevention and Control

It is the duty of every employee to comply with The Health Act (2006): Code of Practice for the Prevention and Control of Healthcare Associated Infections (also known as “The Hygiene Code”).

http://www.disclosure.gov.uk/



Effective prevention and control of healthcare-associated infections has to be embedded into everyday practice and applied consistently by everyone. Failure to do so may result in disciplinary action.

The hospital is a partner in the clean your hands campaign. It is the responsibility of every staff member to be aware of and comply with the hand hygiene policy and campaign in all patient areas, and promote the ethos of the policy and campaign to all hospital users.

Information Quality Assurance

As an employee of the Trust it is expected that you will take due diligence, care and follow Trust requirements and instructions with regard to any information collected, recorded, processed or handled by you during the course of your work.

All Clinical staff making entries into patient health records are required to follow the Trust standards of record keeping.

Intellectual Property Rights

The Trust will assume joint or outright ownership of all intellectual property arising from your work unless it can be proven that the invention demonstrably arises outside your area of duty. The Trust operates a reward to invention scheme, details of are available from the Human Resources Department.

Freedom of Information

The postholder should be aware of the responsibility placed on employees under the Freedom of Information Act 2000 and is responsible for helping to ensure that the Trust complies with the Act when handling or dealing with any information relating to Trust activity. Guidance is available from the Trust FOI Lead.

Violence and Aggression

The Trust has adopted a security policy in order to:- - Help protect patients, visitors and staff - Safeguard their property

All employees have a responsibility to ensure that those persons using the Trust and its services are as secure as possible.

Confidentiality

The post holder has a responsibility to comply with the Data Protection Act 1998 and maintain confidentiality of staff, patients and the trust business.

Conflict of Interest

The Trust is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, gain or benefit their family or friends.

Data Protection

If you are required to obtain process or use information held on computer or word processor, you should do it in a fair and lawful way, ensuring accurate data is maintained. You should hold data only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose.



You should disclose data only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to data will result in disciplinary action which may include dismissal. Employees are expected to comply with all Trust data management processes and procedures. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate data training (e.g. HISS induction, organising refresher sessions for staff when necessary).

Equality and Diversity

Chelsea and Westminster Hospital NHS Foundation Trust is an equal opportunities employer. We are committed to promoting equal opportunities in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in Chelsea and Westminster Hospital NHS Foundation Trust are recognised. The Trust will aim to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual preferences, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements of the job.

Patient and Public Involvement

The Trust has a statutory duty to involve service users, carers and the public in the work of the organisation. We consider that Patient and public involvement is the responsibility of every individual working for our Trust. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. You will be expected to support the Trust in this aim through your working practice.

No Smoking Policy

The Chelsea and Westminster Hospital Foundation NHS Trust operates a No Smoking policy in all buildings and on Trust premises.

Car Parking and Public Transport

There are public car parks at both hospital sites for which a fee is payable for a permit to park.

Trust Policies and Procedures

Trust Policies and Procedures are available on the Trust Intranet. All Human Resources Policies (such as Disciplinary, Grievance, including Bullying and Harassment at Work, Sickness Absence, Career Break, Maternity/Paternity/Adoption/Parental Leave and Flexible Working) are listed on the Intranet under Human Resources/Policies and are also available directly from Human Resources. Doctors are also managed in accordance with the national framework for managing medical conduct, capability and ill health “Maintaining High Professional Standards” which is also available on the Intranet of via Human Resources.



Facilities and Benefits

The Trust offers a number of benefits to employees and details can be found on our intranet, these include an on-site Occupational Health and Wellbeing Service which run events throughout the year, schemes for staff to benefit from salary sacrifice, including bike purchase, car leasing, computer and phone purchase. Childcare vouchers and access to play schemes during school holidays, an interest-free season ticket loan for public transport, and My Trust Benefits, a fantastic benefits service which offers discounts to staff at hundreds of retailers locally and nationwide.

Pension Scheme

For further information on the current NHS Pension Scheme visit www.pensions.nhsbsa.nhs.uk or contact our payroll provider SBS via phone: 0303 123 1144 or visit the website www.sbs.nhs.uk/esd.



Person Specification

Job title EPR Transformation Lead EPMA

Band 8b

Division Corporate

Evidence for suitability in the role will be measured via a mixture of application form, testing and interview.

Essential: E Desirable: D

Trust Values

Putting patients first E

Responsive to, and supportive of, patients and staff E

Open, welcoming and honest E

Unfailingly kind, treating everyone with respect, compassion and dignity E

Determined to develop our skills and continuously improve the quality of care E

Education and Qualifications

Educated to Degree Level or relevant experience or Master’s degree E

Evidence of relevant postgraduate or professional education or qualifications e.g.

Prince 2 Practitioner, Managing Successful Programmes E

Clinical qualification D

Experience

Expert knowledge of Change Management theory and techniques E

Significant management experience in a large organisation (2,000+ staff) in a

Change Management role E

Knowledge of the National Agenda for IT in the NHS E

Experience in successfully challenging established working practices and opinions E

Demonstrable experience of managing change within large complex projects and of

delivering expected outcomes

E

Liaison and negotiation at a senior level with a wide range of internal and external

stake holders

E

Ability to lead staff as well as delegate tasks appropriately E

Experience of partnership working across organisations and disciplines E

Evidence of driving and supporting organisational change E



Leading and managing a multidisciplinary team including E

NHS experience including work with clinical staff E

Objective setting and performance management E

Knowledge of health information systems E

Ability to lead change through strong leadership and communication ability E

Ability to communicate highly complex strategic issues to a wide audience E

Ability to present complex models for change and project plans at senior trust

boards E

Ongoing audit of change programmes identifying any conflicts or risks and dealing

with effectively E

Proven experience of undertaking system implementations in an NHS environment E

Proven experience of undertaking change management within the NHS E

Produce policy & procedures to implement changes in working practice E

Experience of staff management

E

Knowledge of Cerner clinical systems E

Knowledge of clinical issues that can impact on the use of IT D

Understanding of the clinical work place and how services work in general D

Experience of working within a Programme Management environment D

Experience of working within a clinical service D

Ability to write clinical documentation D

Knowledge of healthcare-specific applications D

Skills and knowledge

Able to think strategically and keep track of progress towards achievement of

milestones, whilst at the same time having a thorough understanding of events

happening at the detailed level E

Able to work with and command the confidence of senior clinicians, managers, contractors and system suppliers.

E



Able to resolve problems under pressure. E

Able to analyse, interpret and propose solutions to complex, multi disciplinary, Trust

wide working practices where there is no precedent and where leading opinions

may conflict E

Able to lead change in a complex programme and to work within agreed bounds of

tolerance within projects. E

Able to communicate effectively at a technical level whilst being able to translate

this into layman’s terms. E

Able to present information to the Project or Executive Board as required. E

Excellent written and oral communication skills, including the ability to use tact and persuasion, along with an ability to sell ideas and to motivate team members.

E

Able to write detailed documentation to Prince 2 standards. E

Able to prioritise tasks and deliver to key areas. E

Able to assess and evaluate risks. E

Personal qualities

Good analytical skills for spotting or anticipating weaknesses in processes (manual or system), along with the ability to organise and implement correction

E

E

Team player E

Professional approach with staff and customers E

Customer focused, facing. E

Good interpersonal and communication skills E

Ability to work in a busy / fast moving environment E

Able to demonstrate evidence of continuing personal development. And ability to

work independently E

Confident able to solve problems E

Enjoys a challenge E

Assertive E

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