Candidate Information Pack Including Job Description & Person Specification

Croydon Health Services provides integrated NHS services to care for people at home, in schools, and health clinics across the borough as well as at Croydon University Hospital and Purley War Memorial Hospital. CUH provides more than 100 specialist services and is home to the borough’s only Emergency Department and 24/7 maternity services, including a labour ward, midwifery-led birth centre and the Crocus home birthing team. Purley War Memorial Hospital (PWMH) in the south of the borough offers outpatient care, including diagnostic services, physiotherapy and ophthalmology services run by Moorfields Eye Hospital, alongside an onsite GP surgery. Our experienced staff take care of people of all ages across the borough of Croydon.

We are a very close-knit and friendly organisation where everyone of our 3600 members of staff is valued. We strongly believe that our employees are our greatest asset.

Join us and be a part of the team that is making Croydon proud.

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Our values

We will always be professional, compassionate, respectful and safe.

Professional

• Set ourselves very high standards and share best practice

• Keep our uniforms smart, and be professional and consistent in our approach

• Work in partnership to best support our community’s needs

• Use resources wisely without compromising quality or safety

Compassionate

• Treat everyone as we would want to be treated ourselves

• Demonstrate kindness, dignity, empathy and compassion

• Make time for the people we are caring for, to understand their needs and wants

• Organise our services to give people the best possible experience of care

Respectful

• Be courteous and welcoming, and introduce ourselves

• Value the diversity and needs of everyone

• Always involve people in decisions about their care, listening to and respecting their wishes

• Appreciate the contribution that staff from all backgrounds bring to our services

Safe

• Be open and honest in everything we do, sharing what we do well and admitting our mistakes, to

constantly improve our care

• Protect the confidentiality of those in our care and show sensitivity to people around us

• Feel free to raise concerns so we are always learning• Make time for training and development and

support research so people always receive the highest standards of care.

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JOB DESCRIPTION

JOB TITLE

Clinical Coding & Data Quality Supervisor

DIRECTORATE

Finance

DEPARTMENT

Clinical Coding & Data Quality

BAND

6 plus 20% R&R

RESPONSIBLE TO

Head of Clinical Coding & Data Quality

ACCOUNTABLE TO

Director of Planning, Performance & Informatics

RESPONSIBLE FOR

Clinical Coders, Data Quality Officers

JOB SUMMARY

To extract and record primarily from clinical records, complete, consistent and accurate information of patients’ diagnosis and treatment according to recognised coding methods and to meet agreed time scales, which support the Trust Business Plan, effective patient care and the SUS PbR Process. To support clinical coders within the Department, assist with clinical coding queries & audits and be responsible for the supervision and mentoring of Clinical Coders & Data Quality Officers including annual performance developmental reviews (PDRs) and to develop individual objectives and personal development plans in line with Trust objectives. The Post holder will work closely with Data Quality Officers to provide data quality & correction support and highlight to all the Trust stakeholders of all the data quality issues raised specially by the Clinical Coding team to improve overall Data Quality. You will also be assisting the Clinical Coding Audit Manager and fellow Supervisors in dealing with the queries around outpatient coding.

MAIN DUTIES AND RESPONSIBILITIES

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The Post-holder will be supported and be required to undertake in-house training as well as attending relevant Clinical Coding Workshops. The post holder will be responsible for the followings:

1. To assist Clinical Coding Audit Manager & Head of Clinical Coding & Data Quality in day to day management of Clinical Coding and Data Quality teams and to be responsible in supervising development, maintenance and implementation of clinical coding and data quality policy and procedure documents.

2. To assist Clinical Coding Audit Manager to develop and implement comprehensive clinical coding audit programme and to provide feedback to the coders and the relevant specialist clinicians and to advise others of any areas of concern.

3. To assist Clinical Coding Audit manager in arranging and conducting yearly audit to meet the essential requirement of Information Governance as per Data Security and Protection (DSP) toolkit.

4. To assist Head of Clinical Coding & DQ to continually plan and develop the coding functions to meet all mandated requirements & demands of the coding service. This requires compliance with national PbR timetables, data completeness and accuracy of recording.

5. To ensure all patient activity is clinically coded within the prescribed national clinical coding guidelines and to ensure the consistent use of ICD10 and OPCS National Clinical Coding standards as per Clinical Coding Reference Manuals and other sources of guidance.

6. To provide direct support and guidance to clinical coders, DQ Officer and all other staff involved in the coding and data quality correction process. To undertake random validation and reviews of coded activity with a view to identifying training needs and best practice.

7. To review and promote alternative methods for the efficient capture, recording and coding of patient activity.

8. Identify own training and development needs and undertake appropriate continuing professional development as required, supported by regular PDR / PDP.

9. To actively review the training requirements of the members of the coding team and support their progression towards recognised coding qualifications.

10. To extract, interpret and independently code clinical information from patients’ case notes and other source document and enter that information in coded form into the Trust’s system using approved coding clinical coding classifications such as ICD-10 and OPCS 4.

11. To be responsible for the quality and consistency of clinical coding, and all work will be subject to continual internal audit and annual external audit.

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12. To liaise with medical/clerical staff in order to locate and sort out any outstanding un- coded episodes.

13. To report persistent or significant problems with accuracy of event recording on the Trust’s computer systems to the Clinical Coding Audit Manager and the Head of Clinical Coding & Data Quality.

14. To work as a member of the clinical coding team, with responsibility for own areas, inputting coded data into the Trust Patient Administration System. Coding from information gathered from a number of sources including patient case notes, discharge forms, both manual and electronic, and other clinical information captured on a variety of Trust systems.

15. To ensure clinical coding is recorded on PAS in a timely and accurate manner in accordance with both national and Trust’s guidelines and standards.

16. To maintain clinical coding skills and participate in internal and external training programmes as required for both refresher and specialist clinical coding workshops.

17. To familiarise and have a good working knowledge of the Trust’s Policy and Procedure Document for Clinical Coding.

18. To liaise with the Clinicians and the Clerks as required making sure that the clinical information provided is to the highest standards and the coding is performed within the tight deadlines.

19. To gain a continuing understanding of HRG’s and Financial Flows so as to ensure that the Clinical Coding process delivers good timely quality data.

20. To attend the monthly internal Coding departmental & Coding SMT meetings, in order to focus and promote Clinical Coding and data quality within the Department.

21. To assist all the clinical services in creation and development of outcome forms to maximise outpatient coding data capture working together with the Head of Clinical Coding & DQ.

22. To educate clinical and non-clinical staffs about the importance of timely recording of outpatient procedures and the correct pathways where the activity doesn’t meet the expected level.

23. Coach and assist coding staffs with the identification of data quality issues and to provide training around the importance of data quality in coding to coders and other members of the team as appropriate.

24. To assist Head of Clinical Coding & DQ in data correction support based on reports produced from Data Quality Dashboards and Data Warehouse along with all the issues highlighted via Fresh Service from Clinical Coders.

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25. Any Ad hoc duties requested by the Clinical Coding Audit Manager & Head of Clinical Coding & DQ.

GENERAL

1. To work in accordance with the Trust’s Values to consistently demonstrate the behaviours required. The postholder is required to carry out his/her role in accordance with the organisation values,

standards and behaviours, in a Professional, Compassionate, Respectful and Safe way.

2. To ensure that Croydon Health Services Trust’s policies and procedures are adhered to.

3. To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirements of the Health and Safety Regulations and the Trust’s Health and Safety policies and procedures.

4. To ensure confidentiality at all times, only releasing confidential information obtained during the course of

employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.

5. To work in accordance with the Trust’s policies to eliminate unlawful discrimination and promote equality

and diversity in the workplace. To positively promote at all times equality of opportunity in service delivery and employment in accordance with Trust policies, regardless of age, disability, race, nationality, ethnic or national origin, gender, religion, belief, sexual orientation or domestic circumstances.

6. To adhere to the Trust Infection Control Policy, procedures and guidelines, and in particular practice strict

hand hygiene at all times while carrying out clinical duties, in line with the responsibilities placed on employees by the Health Act 2006: Code of Practice for the prevention and control of healthcare associated infections (HCAIs). The prevention and control of HCAIs must be embedded into everyday clinical practice and applied consistently.

7. All clinical staff hold responsibility for ensuring they have sound knowledge of standard infection control

precautions and that no omission on their part or within the sphere of their responsibility is detrimental to the interests or safety of their patients, visitors and colleagues. Clinical staff must keep their infection control knowledge and skills up to date by attending the Trust’s mandatory infection control training, a record of which will be kept and information provided to line managers as required.

8. To comply with the Trust’s Safe Guarding Children and Vulnerable Adults policies, procedures and

protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

 Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.

 Ensure you are familiar and comply with the Croydon Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.

 Ensure you are familiar and comply with local protocols and systems for information sharing.

 Know the appropriate contact numbers and required reporting lines.

 Participate in required training and supervision.

 Comply with required professional boundaries and codes of conduct

NOTE:

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 A child is someone under the age of 18 (this would include unborn children).

 A vulnerable adult is ‘someone who is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation’ (this includes carers).

Copies of the Protocols and Procedures are available on the Trust Intranet under Child Protection. Staff are advised on how to access the appropriate contact numbers and the Protocols and Procedures when attending Safeguarding training. Updates and revisions are notified to all staff via ‘What’s New’.

9. To work within the relevant Professional Bodies Code of Professional Conduct and Scope of Professional

Practice. 11. Budget Holders are responsible for adherence to Standing Financial Instructions 12 Managers are responsible for adherence of maintaining expenditure within budget and addressing

deviations from budget 13. To undertake such other duties as may be reasonably required from time to time as are consistent with

the responsibilities of the post.

You are the difference –Staff Pledges

All staff are expected to demonstrate a considerate and respectful attitude.

I will always introduce myself to patients and other staff “Hello my name is”

If I see that someone looks like they need help, assistance or they look lost – I will always – Can I help

you?

If I can’t help you I will always ensure that I refer you to someone who can

If I see behaviour that is inappropriate I will feel empowered and supported to always challenge it

This job description is not an exhaustive document, but is a reflection of the current position. The job holder may from time to time be asked to undertake other reasonable duties. Any change will be made in discussion with the job holder in light of service needs.

Job Description Agreement

This job description can be updated annually as part of the personal development plan. This job description has been updated and agreed by: Current post holder : …………………………………………………………..Date: …………………..

Line Manager: ………………………………………………………………….Date …………………...

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Person Specification

JOB TITLE: CLINICAL CODING & DATA QUALITY SUPERVISOR Band 6

HEADINGS ESSENTIAL DESIRABLE HOW TESTED

EDUCATION AND QUALIFICATIONS

National Clinical Coding qualification (ACC). Graduate or Equivalent

Medical degree or Science background

A & I

KNOWLEDGE AND UNDERSTANDING

Substantial experience within Clinical Coding Minimum 5 post ACC years across wide range of specialities In depth knowledge of Anatomy and Physiology Coding theory Medical Terminology. Awareness of confidentiality.

An understanding of HRG’s and Financial Flows.

A, I &T

EXPERIENCE

Recent NHS clinical coding experience after successful completion of ACC. Good understanding of Data quality issues and the ability to find solutions to fix them. Understanding of importance of outpatient coding for Revenue and data quality. Comprehensive knowledge of coding rules and classifications

A & I

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SKILLS/ABILITIES

Ability to supervise and mentor clinical coders including trainees. Able to work under pressure and meet target deadlines. Ability to effectively influence and support others Team Worker Keyboard skills

Analytical skills. Ability to work accurately in a calm, timely way, under pressure and in distracting circumstances.

A & I

Other factors / Special circumstances

Ability to answer coding queries raised by junior coders in accordance with agreed procedures. Willingness to undertake relevant trainings Understanding of the data protection act and other patient confidentiality issues

A & I

A= Application T= Test I=Interview