Orthopaedic Data Administrator

at  Frimley Health NHS Foundation Trust

The job involves using our hospital systems (EPIC), Microsoft Office, to accurately gather, document, and enter patient information into the orthopaedic and plastics registries. You will be expected to perform regular accuracy checks and effectively communicate with the data and clinical teams, ensuring that patient information is correctly documented. Your duties will include data management and the timely follow-up with patients from the National Hip Fracture database 120 days post-procedure. Additionally, contact patients to update contact details as required. Your thorough work supports our commitment to exceptional patient care.
In this role, your fundamental task is to manage patient data with precision, using our hospital systems to collate the data, tracking and recording using Microsoft Office, and then entering the data into the orthopaedic and plastics registries. It’s vital to keep this data accurate and regularly updated, as it supports our internal and national reporting requirements. You will work in a key role that requires close attention to detail and diligent record-keeping, as well as active coordination with the clinical data team. The role involves regular checks to ensure all data is correct and involves communicating with patients to verify their details when needed and post operative follow up calls for registry purposes. We’re looking for someone who is thorough, can proactively work with various healthcare professionals, and is committed to high standards of data quality and patient care.
There’s never been a more exciting time to build your career at Frimley Health, one of the country’s largest and most respected trusts
Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.
We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.
We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment .
Our three core values , and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other.
If you have a passion for clinical excellence, patient care and your own career development, you’ll feel at home at Frimley Health.
Responsible for precise data collection, tracking, and entry into National registries with the team. The key registries within the department are: National Hip Fracture Database (NHFD), National Joint Registry (NJR), British Spinal Registry (BSR), and Hand Registry. Flexibility is key, as you may transition to support other registries based on service needs, ensuring an even distribution of workload within the team.
Utilise Trust IT systems (EPIC patient record system, Microsoft Package including word/excel, Informatics reports) to collate data required for audit requirements both internally and nationally.
Monitor data quality, escalate, and raise awareness of inaccuracies to Clinical Data Manager and relevant members of staff. Ensure all areas of registry data are completed and validated.
Compile and return data summaries regularly, demonstrating compliance and readiness for internal and external audits, sharing data as needed.
Regularly review the processes during meetings with manager and team, suggesting any improvements for efficiency collaboratively.
Work with the Data Manager and other key staff to establish core processes for reviewing data, validation, and presentation purposes.
Liaise with relevant staff to identify and ensure all eligible patient information is entered into the appropriate database. Checking patient consent for the relevant registries.
Manage phone calls in a professional and timely manner, adhering to the target set by the department and Trust. This includes contacting patients for the NHFD database to collect 120 days post-operation information, documenting the outcomes and escalating any issues to data manager and team. Additionally reaching out to patients for the other registries to update contact details/email addresses in the system as required.
Interact with patients respectfully, ensuring their demographic and daytime contact numbers are obtained on each individual call and updated on the system in accordance with Information Quality Assurance.
Ensure strict confidentiality is maintained in respect of patient records and correspondence received in the department in accordance with Trust policy.
Support the Trust in achieving NHS targets and ensuring patient data collection, entry, and logging are completed accurately and timely.
Maintain office equipment, handle post and emails daily, attend team meetings, and work collaboratively as a team, cover colleagues’ work during holidays and other absences.
Be flexible and multi-skilled in supporting other administrative duties that may be required occasionally by the manager to facilitate the smooth running of the directorate.
Support modernisation of projects, be proactive in team initiatives, and be versatile in your role to assist across the department as needed for smooth running of the directorate.
Take part in staff training, seek additional training as needed, and become familiar with the responsibilities of the role. Maintain personal training file, request annual appraisal.
Establish a good working relationship with key personnel within the directorate, alongside ED, Theatres, Quality and Audit, Informatics and Coding, and other key specialties as necessary.
Liaise with relevant Clinical Governance staff and provide information as required.
Maintain information in files and databases according to Data Protection, Caldicott principles and department protocols.
Gather data and contribute to the analysis of statistics and information for audit purposes.
Become familiar with and adhere to directorate / organisational procedures.
To support the implementation of all new IT and patient administration systems
Always follow all Trust and local policies and procedures.
The Trust is an Equal Opportunities Employer. The post holder is at all times expected to carry out duties in accordance with the Trust’s Equal Opportunities Policy.
Frimley Health operates a no smoking policy. Staff smoking is not permitted on Trust premises.
You are required to take reasonable care for the Health and Safety of yourself and other persons who may be affected by your acts or omissions at work. To ensure that statutory and departmental safety regulations are adhered to.
The post holder is responsible for the management of risk in all the areas for which they are responsible. The Post holder is also responsible for ensuring compliance with the Trust’s Health and Safety Policy.
The post holder must ensure that duties are carried out in accordance with the health and safety regulations. The post holder should ensure the health and safety of themselves or others whilst at work

Please refer the Job description for details