Detailed job description and main responsibilities

Patient Safety

• Provide support to the Patient Safety Lead and Patient Safety Specialists and all services, including Trust Leads, in administering and demonstrating compliance with patient safety standards and requirements and in the production of Commissioner required reports.
• Understanding of the Patient Safety Incident Response Framework (PSIRF) and other relevant regulations.
• Monitor and manage the Patient Safety Email account. This includes identification of appropriate referral pathways for the information contained therein, adding all relative items to the DATIX files, and monitoring of any actions required as a result of the emails to ensure timely resolution.

Adverse Incidents

• Proactively monitor the adverse incidents database, in particular adherence to timescales and provision of quality investigations. Flag areas where investigations are moving off track and highlight this to the Patient Safety Specialists, with evidence of actions taken to address this with the investigator.
• Provide support and assistance to incident investigators, giving advice in relation to the utilisation of the database, and ways in which to investigate, as per Trust policy
• Identify areas of concern and proactively address these through communication investigators across the organisation
• Identification of persistent problem areas and escalate to the Patient Safety Officers for resolution with the local management team
• Monitor the adverse incidents for identification of potential trends and themes for escalation to the Patient Safety Lead and Patient Safety Specialists – development of ad hoc reports to provide demonstrable evidence pertaining to said themes
• Logging, coordination and completion of the external incident investigation process on a daily basis. This will include the identification of the evidence required, requesting said evidence, and communicating with other provider organisations to both refer incidents to them for investigation, and to coordinate our Trust’s response to their queries. This will include a level of investigative skills, with clear recognition of when an issue needs escalation to a more senior member of staff.
• Routine cleansing of the incident module on the Datix system, particularly in relation to duplicate incidents and duplicate contacts

Training

• Establishment and monitoring of a training plan for the Patient Safety team, in liaison with the Patient Safety Lead
• Arranging training as required for the team
• Delivery of ad hoc incident training to investigators when a need is identified by the Patient Safety Lead and Patient Safety Specialists
• Provision of support to Datix users

General Administration

• Adhere to the Vision and Values of the organisation at all times
• Communicate effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented.
• Maintain relevant databases and electronic files to facilitate compliance for the team with all relevant Trust policies.
• Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area and implementing such changes with guidance from line manager.
• Development of templates as and when requested by the Patient Safety Lead and Patient Safety Specialists
• To ensure that all documentation relating to the Safety and Risk department is updated in a timely manner, when a change is necessitated following a policy review or as an outcome of an investigation or serious incident.
• Arrange, coordinate and attend meetings, take notes and distribute accordingly in a timely manner.
• Act as main point of contact for telephone enquiries, sort, open and deliver post, arrange meetings and room bookings
• Ensure that all information governance requirements for the security of sensitive data are maintained during data collection and compliance checking.
• Ability to use enhanced keyboard skills to produce letters, reports and other associated documents on behalf of the Patient Safety Lead and Patient Safety Specialists
• As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems.
• Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
• Keep an up to date Personal Development file.