IT Job Description




Position Identification

Budget No./Position No.:

XXXX

Position Title:

Oncology Information System Manager

Facility:

XXXX Hospital - XXXX

Cost Centre:

XXXX - RADIATION/ONCOLOGY PHYSICS

Location:

XXXX

Classification:

Computer Manager Grade 2

Vaccination Category:

 

Award:

19 - Health Employees Computer Staff (State) Award

Employment Status:

Permanent Full Time

Hours:

38 hours per week

Date Reviewed:

 

 

 

Responsible To

Chief Radiation Oncology Medical Physicist

Responsible For (staff)

None

Financial Delegation

 

Position Summary

The OIS Manager will work in collaboration with the Chief Physicist, Chief Radiotherapist and Director of Oncology to ensure reliable and efficient operation of the OIS at the XXXX. The OIS Manager will be responsible for management of all IT hardware in the XXXX including servers, client PCs and network infrastructure (directly and in liaison with ISD as appropriate) The OIS manager will have responsibility for managing service support contracts and service level agreements with software and hardware vendors and with the  ISD. This will include documenting of user application and system wide issues and resolving them by constructive collaboration with the vendor. The OIS manager will manage all software and hardware upgrades and develop strategic plans to ensure robust and effective systems are implemented for disaster recovery, data backup and archiving of all oncology related data. The role will also include supporting the clinical and business operation of the department by developing and maintaining SQL reports to extract data from the OIS databases.

Essential Criteria:

1. Tertiary qualifications in IT or management or equivalent extensive IT experience.
2. Extensive experience in server administration (5+ years).
3. Extensive experience in IT systems planning and management (5+ years).
4. Functional knowledge of IT network operation (IP addressing, routing, VLAN, firewalls etc).
5. In depth knowledge and experience in design and management of data backup and disaster recovery.
6. Excellent verbal and written communication skills.
7. Demonstrated experience and high level analysis and problem solving skills.
8. Ability to communicate complex technical concepts to a multidisciplinary audience.
9. Experience in development of strategic plans and business cases.
10. Excellent ability to work in a multidisciplinary team in a clinical related environment.
11. Excellent analytical and problem solving skills and an ability to use these in time critical situations.
12. Demonstrated ability to independently plan, coordinate and execute IT projects involving multiple stakeholders and end users.
13. Commitment to ongoing development of IT and oncology related knowledge.
14. Very strong end user (clinical staff and patient) focus and commitment to delivery of safe effective clinical treatments supported by computer intensive technology.

Desirable Criteria:

1. Experience with databases.
2. Experience with programming in SQL.
3. Experience with support of oncology information systems.
4. Experience in web page design.
5. Familiarity with HL7.
6. Experience with Unix operating systems.
7. A commitment to undertaking further education relating to IT, OIS and oncology.

Key Performance Areas/Duties

Principal Responsibilities

Hardware

Provide support for all desktop computer equipment in XXXX, including PCs, printers and other peripherals
Administer and maintain Database server to ensure reliable and optimal performance
Administer XXXX servers associated with XXXX and other oncology systems:

P3PC X-windows client Terminal Server
Radiotherapy Treatment Planning backup server and TB storage disk array (planned)

Manage the maintenance, upgrading and planning of the network infrastructure in the XXXX in liaison with ISD.

Plan a PC hardware replacement strategy that makes best use of available resources and ensures optimal performance for users and conformance with vendor recommended specifications.

Procure, receive and install new hardware in accordance with XXXX requirements and XXXX ISD standards and policies.

Maintain an asset register of all installed hardware including age, location, users, installed applications and issues.

Identify new and emerging information technology developments (hardware and software) that may be advantageous to the OIS at the XXXX and advise physics and radiotherapy managers about these.

Software

Install XXXX OIS applications in accordance with vendor procedures on all user PCs as required.

Record, investigate and resolve software problems identified by users, with referral to software vendors where appropriate.

Document solutions and escalate unresolved issues.

Define and document procedures to achieve this.
Maintain inventory and library of software installation files and manuals
Identify where possible software functionalities that are under or incorrectly utilised and propose improvements based on these.

OIS System Administration

Facilitate and coordinate with ISD the creation of XXXX Windows accounts for new staff

Create OIS accounts for new staff

In consultation with Chief Physicist and Chief Radiotherapist oversee the administration of user privileges within the XXXX OIS
In consultation with Chief Physicist and Chief Radiotherapist plan and monitor the internal administrative configuration of the XXXX OIS.

Provide initial frontline application triage and support for the OIS clients with referral of unresolved problems to physics, radiotherapy or vendor as appropriate.
Prototype and thoroughly test proposed configuration changes to the OIS using the OIS test server.
Convene and keep a record of periodic OIS management committee meetings including representation from physics, radiotherapy, oncology, nursing and clerical groups.

Data Integrity and Disaster recovery

Identify and protect against virus, hardware, network and other IT related vulnerabilities that could compromise the safety of radiotherapy delivery or OIS functionality.

Assess existing and emerging requirements within the XXXX for data backup and archiving

Plan and implement effective systems for Oncology data backup and archiving
Monitor performance of data backup systems
Plan and document disaster recovery procedures to ensure minimal down time of critical clinical systems

Educate key responsible XXXX staff in the implementation of disaster recovery procedures

Coordinate with physics and radiotherapy teams to ensure a comprehensive disaster recovery roster system.
Periodically review and test backup and archive integrity and disaster recovery procedures.
Support the physics group in design development and maintenance of backup and archive unix file systems related to the Pinnacle Radiotherapy treatment system
In case of service outage manage the recovery process in a timely and professional manner and provide timely progress reports to the Chief Physicist, Chief Radiotherapist and Director of Radiation Oncology.

Support Contract Management

Manage the purchase of software support contracts with all vendors
Evaluate and make recommendations on any required modifications to support contracts

Manage service level agreements with XXXX ISD

Vendor Liaison and Problem Solving

Devise, document and educate all users in problem reporting procedures
Devise document and implement a problem escalation strategy to consistently provide timely problem recovery for users
Ensure user problems are logged and referred to the software vendor where appropriate
Work with vendor to investigate application errors or database incongruence
Maintain a record of vendor responses and problem fixes.
Ensure vendor support is timely and problems are resolved appropriately
Collaborate with physicists, radiotherapists and oncologists and the vendor to identify design shortcomings and to define and propose improvements to OIS functionality. Maintain documentation on these collaborations.
For software upgrades liaise with users, vendor and ISD to facilitate smooth upgrades with minimal downtime and interruption to services
Utilise the OIS test server to identify and resolve potential upgrade issues prior to upgrade of production environment
Provide users with pertinent information relating to changes in software behaviour or other notices of performance that may impact clinical care of patients or business management.

Projects and Strategic Planning

Identify anticipated IT infrastructure needs, formulate and advise on strategies to provide these in a cost effective way.
Participate in planning of oncology service development projects
Identify IT impacts and IT requirements of oncology service development projects
Formulate proposals to answer the IT needs of oncology service development projects
Support clinical and related research projects where appropriate with IT advice and data extraction and data manipulation
Managing and resolving problems identified by project team or monitoring software and providing advice to support the ongoing development of the project and the achievement of business plan objectives.

Documentation

Maintain a library of all software documentation
Create and maintain an up to date repository of all IT related procedures to enable key physics and radiotherapy personnel to maintain baseline IT support and continuity of service if required.
Maintain an inventory of hardware assets and installed software applications

Maintain an inventory of XXXX network configuration and capacity

Maintain a current register of both resolved and unresolved hardware and application problems

Produce user guides and present user education for all IT applications used within XXXX as required.

Document and educate all users in problem reporting procedures
Document the problem escalation and recovery strategy
Document operational procedures for ongoing management of the OIS infrastructure

Document the technical configuration and design XXXXof the  OIS infrastructure.

SQL Report Programming

Develop and maintain familiarity with the OIS database structure
Develop and maintain expertise in extraction of clinical and business related data from the OIS database using SQL queries
Provide education on OIS database structure and SQL programming when and as required.

Methodically identify and document all SQL queries and reports that are used for routine XXXX clinical and business operations

Maintain executable binaries and well documented source code for all routinely used SQL reports
Modify and test reports as required when database upgrades are performed or data needs change.
Clarify and prioritise user requests for data extraction from the OIS.

Design and program SQL queries to extract data from the OIS database in response to user needs.

In collaboration with users develop methods and SQL reports to perform QA on clinical data entered into the OIS.
Proactively identify potentially valuable or clinically significant opportunities for data extraction from the OIS system
Design reports in support of clinical research at the XXXX
Design reports to facilitate the automation of Medicare billing using procedure codes stored in the OIS.

Web Development

Maintain the XXXX web page

Develop web based techniques to enable clinical staff in other departments to easily access data stored in the XXXX OIS

Provide advice on other web pages and web based applications within the XXXX environment.

Integration and Interfacing
Oversee the and manage the configuration of the HL7 interface between the XXXX OIS and the hospital PAS system
Implement and configure the XXXX HL7 interfaces with laboratory information systems

Mandatory Responsibilities

 

Area of Responsibility

Core Responsibility of All Staff

Core Responsibility of All Managers

 

Occupational Health and Safety (OH&S)

Perform delegated XXXX OHS policy responsibilities. Cooperate with management efforts to implement and maintain OHS and IM processes to achieve the OHS policy goals and objectives (reference: Performance Development Handbook, Appendix 3).

Perform delegated XXXX OHS policy responsibilities. Implement and maintain OHS and IM processes (within their area of responsibility) to achieve the OHS policy goals and objectives (reference: Performance Development Handbook, Appendix 3).

 

Waste Management

Be familiar with waste management policies and take part in waste minimisation and recycling programmes.

As for all staff and in addition be a role model for all staff and ensure that all new staff are given access to the policies and procedures related to waste management.

 

Policies and Procedures

Ensure familiarity with and adherence to policies and procedures required for the performance of your duties.

As for all staff and in addition ensure that all staff within your area made aware of the policies and procedures. * Regularly update policies and procedures, within your responsibility, in line with the hospital’s standards.

 

Infection Control

Be aware of Infection Control Policies and Procedures and follow these guidelines in your day-to-day duties.

As for all staff and in addition ensure that all staff are aware of the policies and procedures and ensure that they attend any necessary training and updates.

 

Training / Orientation

Attend XXXX's orientation programme. Attend all annual compulsory and other training programmes as required.

As for all staff and in addition ensure that all employees are provided access to appropriate training and development to assist them in personal development and the performance of their duties.

 

Performance Management

Participate in Performance Management Programme and annual reviews.

As for all staff and in addition attend the annual workshop on Performance Management and ensure that all of your employees participate in the programme and conduct reviews on an annual basis.

 

Quality Improvement

* Contribute to and participate in quality activities to improve the standard of care, service delivery and improvement in all aspects of the organisation.
* To be familiar with the accreditation program of the service.
* Attend training sessions as required.

* As for all staff and in addition initiate and implement appropriate quality activities.
* To ensure compliance with requirements of the accreditation program of the service.
* To maintain documentation requirements as required by the accreditation program.

 

Records Management

To comply with the State Records Act 1998 and policies and procedures for the creation, filing, handling, protection and disposal of records.

As for all staff and in addition ensure that all staff are aware of the policies and procedures and ensure that they attend any necessary training and updates.

 

EEO and Affirmative Action

Abide by EEO principles.

As for all staff and promote, implement and evaluate EEO and Affirmative Action policies and strategies.

 

Complaint Handling

Be aware of the Complaints Policy.

Be aware of the Complaints Policy and follow the procedures.

 

Smoke Free Environment

XXXX supports a smoke free environment therefore you are required to adhere to the Non-Smoking Policy.

XXXX supports a smoke free environment therefore you are required to adhere to the Non-Smoking Policy.

 

Confidentiality

It is a condition of employment that you will not disclose any confidential information either during your employment or after its termination, which you many receive or derive in the course of your employment with XXXX.

 

Protection of Children

Undertake your legal obligations to report concerns about the safety, welfare and well being of a child where there are reasonable grounds to suspect risk of harm from abuse or neglect.

Ensure compliance to:
* Commission for Children and Young People Act 1998;
* Child Protection (Prohibited Employment) Act 1998; and
* Ombudsman Amendment (Child Protection and Community Service) Act 1998.

 

Workplace Surveillance Act 2005

The provisions of the NSW Workplace Surveillance Act 2005 have now been proclaimed and in accordance with the Act, written notice (14 days) of surveillance, including e-mail and Websites has now been given. Information on the NSW Workplace Surveillance Act 2005 is available from your Manager.

The provisions of the NSW Workplace Surveillance Act 2005 have now been proclaimed and in accordance with the Act, written notice (14 days) of surveillance, including e-mail and Websites has now been given. Information on the NSW Workplace Surveillance Act 2005 is available from your Manager.

 

Code of Conduct

Read and acknowledged individual responsibilities as determined in the Code of Conduct

In addition to complying with their individual responsibilities as determined in the Code of Conduct, Managers are required to:
* Provide a copy of the Code of Conduct to each Member of their Staff upon appointment or reappointment.
* Provide advice to each employee to ensure they understand their responsibilities under the Code of Conduct
* Maintain a record of when this occurred.

 

Risk Management

Staff should be pro-active in the identification, reporting and mitigation of risks as they are best placed to identify risks that can adversely affect the effectiveness, efficiency and safe provision of services

Managers and supervisors need to;
* Understand and apply the principles of risk management, as determined in the SESIH Risk Management Policy.
* Identify risks which may negatively impact on dependent or associated services.
* Support and develop a risk conscious work-place.
* Actively educate and support their Staff in the pro-active identification, reporting and mitigation of risks.
* Contribute to the development and maintenance of the Service / Department and Organisational Risk Register.

 

Immunisation

Compliance with the Occupational Assessment, Screening & Vaccination against Specified Infectious Diseases - Policy Directive (PD2007_006). Your ongoing employment will be subject to your continued compliance with the policy directive.

As for all staff and in addition ensure that all staff within your area are made aware of the Occupational Assessment, Screening & Vaccination against Specified Infectious Diseases - Policy Directive (PD2007_006) and ensure compliance with requirements of the Policy Directive.