Ulysses System Specialist

at  Royal National Orthopaedic Hospital NHS Trust

We are seeking a dedicated and experienced Ulysses System Specialist to join our dynamic team. The successful candidate will be responsible for the development, implementation, and maintenance of the Ulysses systems and processes. This role involves providing informed advice and support to all grades of staff and managing the day-to-day operations of the Ulysses system, focusing on Incidents, Risk Register, Excellence Reporting, and some queries on the PALs and Complaints Modules.
Develop, implement, and maintain Ulysses systems and processes.
Provide expert advice and support to staff on all aspects of the Ulysses system.
Manage day-to-day operations of the Ulysses system, ensuring efficient handling of Incidents, Risk Register, Excellence Reporting, and some PALs and Complaints queries.
Promote patient safety and improve staff experience and use of the Ulysses system.
Monitor the occurrence of incidents and support the identification of incidents requiring escalation and investigation.
Administer and coordinate the Trust’s response to National Safety Alerts through the CAS system.
Collaborate closely with the Patient Safety Manager to ensure effective incident management and patient safety practices.
RNOH Royal National Orthopaedic Hospital NHS Trust (RNOH) is the largest orthopaedic hospital in the UK and a global leader in our field. We provide a dynamic working environment where we support frontline staff to implement improvements so that we can realise our vision of being a world leading neuro-musculoskeletal hospital providing the best patient care and staff experience in the NHS, delivering world leading research, and offering a strong foundation of education, training and career progression. Our dedicated staff come from diverse backgrounds, and our patients benefit from the wide range of experience they bring to the trust. RNOH brings unrivalled expertise together in one place allowing us to deliver some of the world’s most complex and innovative care to our patients. RNOH is rated good by the CQC and covers two sites, one in central London and one in Stanmore - which has recently opened The Stanmore Building, a new, state-of-the-art inpatient facility. For more information, please access the following link: https://www.rnoh.nhs.uk/

Coordination of Patient Safety Investigations

• Monitor the occurrence of incidents on a daily basis to ensure that the correct staff have been notified, and that significant incidents are appropriately escalated
• Ensure reported incidents are appropriately entered by making sure all relevant information has been captured and is disseminated throughout the Trust
• Instil an evidence based approach to patient safety across the Trust and support organisational learning from audits, serious incidents, other untoward events and

‘near misses’.

• Provide advice and support for staff on the process for patient safety investigations using root cause analysis investigation and the process for duty of candour compliance.
• Work collaboratively with the Patient Safety Lead to maintain up to date trackers for serious incidents, internal investigations and all incidents requiring formal duty of candour responses.
• Establish and maintain relationships with Heads of Nurses, Clinical Directors and all grades of staff and managers to ensure effective communication and a consistent approach to all issues relating to Patient Safety across the Trust.
• Keep individual incidents updated with any additional information obtained by the patient safety team.
• Reporting all Serious Incidents onto the STEIS system.
• Communicating with NHSE/Commissioners in relation to Serious Incidents, i.e.

sending completed investigation reports, requests for de-escalations or providing updates.

• Review all completed incidents for quality purposes (all points investigated, have lessons been learnt, actions been completed and lessons shared).

System Maintenance of the Ulysses Database

• Grant/revoke access to users
• First line of support for users/queries/problems
• Apply updates to the database
• Attend Ulysses user group meetings
• Maintain and review mapping on Ulysses regularly to ensure this is in line with best practice
• Undertake data quality checks and resolve LFPSE errors
• Develop the Ulysses system for better streamlining of processes and capturing of data
• Review any errors flagged or raised on the system
• Merge duplicate records of staff, patients or visitors.
• Manage duplicate records of Incidents, complaints. PALS and Risks.
• Manage the notification Rules of Incidents
• Manage Web Registrations of users.
• Rectify any issues that may occur on an ad hoc basis.
• Implement any new national process/changes into the system

Training

• Provide training of the Ulysses system to new system users and deliver training on an ad hoc basis that may be identified
• Provide training to wards, new starters and departments on how to report incidents.
• Train managers of incidents on how to manage incidents and how to close off incidents via the Ulysses system
• Review the training booklets as required and update the patient safety page with any updates
• Help to coordinate duty of candour training to staff and raise awareness.  Provide training on the use on the Trust’s online Risk Register using the Ulysses system.
• Training on running reports from the Ulysses system

Trend Analysis and Reports

• Develop reports and provide accurate trend analysis for incidents, and Risk which enable the Trust to assess and act upon emerging safety issues.
• Provide and receive complex and sensitive information
• Ensure that information is provided on a monthly basis for the Quality Report.
• Provide data for the monthly Trust Assurance Dashboard
• Produce specific reports tailored to safety issues including pressure ulcers, falls, VTE, medication etc.
• Produce Risk Register reports as required
• Work to ensure that staff around the Trust can run standard reports regularly in their own time.
• Undertake surveys or audits as necessary; occasionally participating in research and development.

Central Alerts System (CAS)

• To act as named liaison officer for CAS
• Promptly circulate safety alerts/notices received to relevant staff providing advice and guidance and support on implementation, as appropriate.
• Ensure that alerts are appropriately acknowledged, updated and closed on the CAS website.
• Coordinate a process which ensures that actions are tracked and appropriately completed in accordance with timescales.
• Provide compliance reports to the relevant committees

Risk Registers

• To advise and support divisional and corporate leads in the effective use of the risk register system
• To monitor whether risks are reviewed and actioned within the set timescales and highlight/escalate appropriately.

Please refer the Job description for details