IEP Administrator | 393 Royal Free London NHS Foundation Trust

The post-holder will play a crucial role in our dynamic department, balancing responsibilities in both clinical and non-clinical settings. Working primarily on the Trust premises during regular hours, the role offers flexibility with a one-day-per-week work-from-home option within a rotating team. Under the supervision of the PACS/RIS/IT Manager, the post-holder will exercise initiative in handling the day-to-day system administration of the Image Exchange Portal (IEP), which includes sending and receiving images from other hospitals across the country. Administrative prowess is essential, encompassing various support functions guided by the PACS/RIS/IT Manager to provide problem resolution for all IEP queries. Monitoring and ensuring targets are met for PACS imaging relating to importing and exporting of imaging on external media. Effective liaison within the Trust and broader NHS network will be crucial to facilitate timely availability of images for clinical decision-making. The role extends to fulfilling mandatory departmental and Trust requests promptly, contributing significantly to the efficiency of Radiology Services, fostering positive relationships and actively participating in the overall delivery of a responsive healthcare service. Accurate record-keeping of patient information and examination details on the Radiology Information System is a critical component of their responsibilities and administrative finesse to uphold the highest standards of service delivery. The main duties of the job is to monitor and facilitate coordination of the IEP worklist and PACS generic mailbox to ensure all the requests are managed, processed and dealt with in a timely manner. This involves efficient prioritisation of the most urgent requests. As part of the main duties is the production of CDs containing imaging for departmental and external use, to up-load images presented on CD, films and DICOM files and to deal with all the transactions received and sent via the Image Exchange Portal (IEP) or Network Image links from other NHS trusts by locating and merging imported images on PACS along with reconciliation to maintain data accuracy and integrity. North Middlesex University Hospital NHS Hospital Trust (NMUH) is one of London's busiest healthcare providers, providing hospital care and community services for the 350,000 people living in Enfield, Haringey and beyond. Our specialist services include HIV, cardiology, blood disorders, diabetes, fertility, sickle cell and thalassemia. In addition to a full range of cancer diagnosis and treatment services, the Helen Rollason Cancer Support Centre is based on-site and provides services to support cancer patients' wellbeing. We also provide community services and have a dedicated 0-19 service for children and young people in Enfield so that they can get the best possible start in life. This includes health visitors and school nurses who are delivering the national Healthy Child Programme, which provides a structured framework for the delivery of key interventions to support the health and wellbeing of children and families from 0 to 5 and school aged children from 5-19. The 0-19 service aims to improve pathways and partnerships with services in the hospital and deliver excellent care for the children and families., a) Communicate with internal staff and external staff to ensure seamless service b) Provide information and training to users to ensure appropriate and best use of the IEP system and promotes the service. c) Has the ability to communicate complicated information via computer based systems (emails), verbal (telephone and face-to-face). d) Accuracy and attention to detail when using imaging system administration tools on PACS and RIS for reconciliation. e) To monitor and facilitate coordination of the IEP worklist and PACS generic mailbox to ensure all the requests are managed, processed and dealt with in a timely manner. This involves efficient prioritisation of the most urgent requests. f) Log and report to the PACS/RIS IT manager any duplicate hospital numbers arising from any search. g) Assist with the uploading and downloading of patient imaging between IEP and PACS. 1.2 Production of CDs containing imaging for departmental and external use. a) Produce CDs for referrals to other Trusts or other purposes as required by trust staff using dedicated workstations and machines. b) Maintain and service the CD production machines assuring the CDs, Ribbons and labels are installed safely and correctly for optimum performance. c) Keeping to NHS and departmentally policies and procedures with respect to CD productions and accurate records of work done. 1.3 To up-load imaging from other hospitals to the trust PACS system. a) Up-load images presented on CD, films and DICOM files: b) To deal with all the transactions received and sent via the Image Exchange Portal (IEP) or Network Image links from other NHS trusts. This requires:

• Use a number specialised workstations, digitisers, trust PCs and web-based applications i.e., RIS, PACS, Careflow Ordercomms.
• Send images to PACS through various delivery Gateway Nodes (DICOM workstations) making sure patient details match all transactions.
• Allocation and creation of suitable entries on RIS
• Locating and merging imported images on PACS along with reconciliation to maintain integrity
• Liaise with staff for accurate documentation, timescale, report progress and return of hard copies.
• Liaise with other NHS and healthcare organisation with regards to uploads and downloads i.e., information, priority and encryption.
2. Level of Clinical Responsibility a) Oversees the Image Exchange Portal requests; ensuring that all exchanges of patient sensitive information adhere to relevant legislation, including (but not limited to) Data Protection Act 2018, Access to Medical Records Acts and Freedom of Information Act. b) Provide first line support for the IEP application within the Trust. c) Export to external media in cases where IEP is not available. d) Train systems users to help maximise system and user potential. e) Escalate to the PACS managers as appropriate any system issues relating to image quality. f) Can work within critical clinical deadlines set by various members of the multidisciplinary team. g) Able to prioritise time according to clinical or departmental urgencies. 3. Information a) Inform clinical team members when electronic images are unavailable, so that alternative arrangements can be made. b) Inform clinical team members when electronic images are unavailable, so that alternative arrangements can be made. c) Inform clinical team members when electronic images are unavailable, so that alternative arrangements can be made. d) Inform staff of equipment faults that will prevent retrieval or display of images e) Inform PACS manager when problems are encountered in providing the image management service. f) To deal with all levels of the service and agencies telephone calls, Fax enquiries and post and email messages in an efficient and professional manner providing high level of information. g) Deal with requests by patients for information or images, according to departmental and Trust protocols, with due regard to the relevant legislation. 4. Other Duties 4.1 Maintain a proficient knowledge of PACS and RIS Managerial Responsibilities
• Attend Trust or departmental training courses and meetings relevant to the post.
• Undertake all new software training to be able to effectively provide the necessary support to users.
• In the absence of the PACS Manager, to ensure that equipment faults are dealt with expediently. This may require the post holder to telephone equipment manufacturers or provide access for technical support staff.
• To ensure that incidents are reported, in line with departmental protocols.
Regulatory Duties
• To ensure that all Health & Safety regulations are adhered to, and relevant records are kept.
• To ensure that accurate data is kept on RIS and PACS, and that patient confidentiality is maintained. The user is governed by the terms of the Data Protection Act (1998). Unauthorised disclosure of such information is regarded as gross misconduct and could result in disciplinary action up to and including dismissal.
• To adhere to national, Trust and departmental advice and protocols relating to patient confidentiality and information transfers.
• To carry out all responsibilities with regard to the Trust's Equal Opportunities Policy.
• To abide by the Trust's Smoking Policy. It is the policy of the Trust to promote health. Smoking therefore is prohibited in the majority of the hospital, including offices. However, there are designated smoking areas on both sites.
• To be aware of the rights and standards laid out in the Patient's Charter and to be fully involved and cooperative in meeting them.
The following statement forms part of all job descriptions: The post holder is required to follow Trust policies and procedures which are regularly updated including: Financial There is no budgetary knowledge required other than to be aware of general awareness of any increase in use that will increase the cost of consumables within the department. Communications and Relationships:
• Liaise with third party suppliers in the absence of the PACS/RIS IT Manager.
• Maintain a close working relationship with all the consultant radiologists, all radiographers, Service Manager, Consultants and Junior Medical Staff, Clinical Nurse Specialists, General Manager, Assistant General Manager, Allied Health Professionals, Administrative and Clerical Support Staff.
• To promote good relations with other directorates and hospitals.
Communications and Relationships: All Trust employees are accountable, through the terms and conditions of their employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required. All staff have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts or omissions. PACS/RIS/IT Manager have a responsibility to ensure that policies and procedures are followed, that staff receives appropriate training. PACS/RIS/IT Manager is responsible for implementing and monitoring any identified risk management control measures within their designated area/s and scope of responsibility. General
• To undertake other duties required by the PACS IT Manager due to the demands of the imaging service and perform physical task involving carrying equipment and installation.
Review This job description is an outline, which reflects the present requirements of the post and is not intended to be an inflexible or finite list of duties and responsibilities. As these duties and responsibilities change and develop the job description will be amended from time to time in consultation with the post-holder.