Job Description
PACS System Administrator
POST HOLDER / PAYROLL NUMBER / SIGNATURERICHARD DAY / 44 83 02 04002
Line Manager: David Dewitt, General X-ray Services Manager
Signature:
Date:
Directorate Manager: A.S. Whitley
Signature:
Date:
March 2005
BLACKPOOL, FYLDE AND WYRE HOSPITALS NHS TRUST
DIRECTORATE OF RADIOLOGY & PHYSIOTHERAPY SERVICES
JOB DESCRIPTION
TITLE: PACS System Administrator
DEPARTMENT: Directorate of Radiology & Physiotherapy Services
LOCATION: Based at Blackpool Victoria Hospital but providing PACS System Support across all sites of the Blackpool, Fylde & Wyre Hospitals NHS Trust
RESPONSIBLE TO: General X-ray Services Manager
ACCOUNTABLE TO: Clinical Director via Radiology Directorate Manager
HOURS OF DUTY: 37.5 hours per week (maximum) plus clinical on-call (Prevailing terms and conditions in the Directorate at time of application). Hours of duty are normally committed to the PACS system but with clinical duties on an agreed schedule in the main department.
JOB SUMMARY: Manage the Radiology Picture Archive and Communication System (PACS) on a day-to-day basis, providing support to system users and ensuring that the system is functioning correctly so that the provision of digital imaging services continues.
Provide guidance on the development of digital radiology imaging at a strategic level and assist with policy decision making
Provide support to ensure that the RIS is working effectively, providing information and activity reports to the Directorate management.
Accountable within the team for ensuring that the standard of clinical radiography is of a high level, quality being of prime importance.
To perform and be responsible for extended delegated management tasks.
DUTIES AND RESPONSIBILITIES
1. Managerial Responsibilities
1.1. Take responsibility for the day-to-day management and maintenance of the PACS system and its data, including Computed Radiography and PACS equipment across all Trust sites. This includes:
1.1.1. Deciding upon and making recommendations relating to equipment repairs, upgrades and safety reports.
1.1.2. Acting as a liaison between special modality staff, radiologists, clerical staff and PACS/CR equipment suppliers
1.1.3. Maintaining user access and determining the access rights of users
1.1.4. Maintaining an accurate inventory of PACS and CR assets
1.2. Perform regular equipment monitoring, quality assurance checks and risk assessments, ensuring that equipment is maintained and used in a safe and proper manner and that defects, accidents or undue occurrences are correctly reported and appropriate action taken as soon as possible. This includes:
1.2.1. Developing and maintaining a mechanism for recording equipment faults
1.2.2. Ensuring that daily data backups of critical servers are being performed and ensure that data is being stored to the DLT archive and can be made available when required.
1.3. Develop and keep up-to-date disaster recovery plans and contingency plans in case of equipment failure
1.4. Provide system support outside normal working hours, on an ad-hoc basis
1.5. Routine Management of the key servers of the Cardiac PACS System
1.6. Ensure all PACS hardware is secure and protected from theft
1.7. Plan for major PACS Developments across the Trust, assisting the General X-ray Services Manager and Radiology Directorate Manager in the development of future business cases for hardware and software developments, including software upgrades, a planned replacement programme for individual components, and eventually an entire system.
1.8. Liaison with IT Services at a strategic level with regard to PACS in the National Programme for IT, developing interface pathways between the PACS and other computer systems to achieve integrated electronic patient records.
1.9. Act as a deputy to the Radiology Information System (RIS) System Administrator in his absence, and produce RIS activity reports when required
1.10. To liaise with co-ordinators in other directorates to ensure effective service design and delivery.
1.11. Respond to directives from senior radiology managers and implement policy decisions.
1.12. Monitor the Image Management Service Contract to ensure that the Trust can maximise the benefits that the PACS brings to patient care.
1.13. Monitor the standard of radiographic technique including image acquisition and the application of post processing manipulations.
2. Clinical Service Provision
2.1. To act as a practitioner as defined within IR(ME)R 2000. This requires an assessment of each referral and a decision made on whether to proceed with the examination as requested, modify or reject it.
2.2. To act as an operator as defined within the IR(ME)R 2000.
2.2.1. This necessitates undertaking the full range of Blackpool Victoria Hospital radiography examinations including both plain film and fluoroscopy procedures as per departmental protocols.
2.2.2. This requires the modifying of techniques to suit the range of patients and the severity of the problems with which the patient presents.
2.2.3. This includes discussion and assessment of the patients condition, in the following clinical areas of X-ray North, X-ray Central and Chest Clinic:
· A+E: minor injuries to major trauma
· In Patients: reasonably ambulant to bedridden
· Out Patients and GP Patients: Orthopaedics, Cardiothoracic, Medical, Surgical, Paediatrics, Dental
· Fluoroscopy + Contrast procedures: Imaging support for Barium examinations, venography, sialography, intravenous urography and such other specialised contrast procedures.
· Imaging support in theatre: Orthopaedic and Urological cases, foreign body removals, Hickman Lines, Cholangiography, Angiography.
· Mobile Examinations: All Wards, SCBU,CSU, ITU, HDU following guidance from control of infection on ward routines.
2.3. To assist and support the General X-ray services manager/Clinical manager in the maintenance and improvement of radiographic standards by implementation of agreed policies, procedures and protocols, undertaking clinical radiography using the clinical risk principles outlined in the Risk Management Strategy.
2.4. To evaluate and to take professional responsibility for the quality, accuracy and adequacy of the completed examination.
2.5. To accurately record data on the Radiology Information System. To ensure image acquisition, post processing and storage is performed on the PACS system and complies with Data Protection principles.
2.6. Be accountable within the team for the planning, implementation and evaluation of patient care, maintaining agreed standards and ensuring patient satisfaction.
2.7. Arrange for the care of patients’ valuables and property as per Trust policy.
2.8. To evaluate and to take professional responsibility for the quality, accuracy and adequacy of their own completed examinations and those performed by radiographers under their supervision.
2.9. To provide professional lead, support and assistance for radiographers, students and assistant practitioners in the delivery of radiographic techniques.
2.10. Ensure staff are compliant with safe working practices which includes adherence to Local Radiation rules, use of protective devices and the application of control of infection guidelines
3. Training & Development
3.1. Undertake training on the use and operation of the PACS to System Manager and Expert User levels
3.2. Train users and end-users of the system, in particular allowing for staff turnover. This includes:
3.2.1. Training key Trust staff to become key operators of the CR imaging system and able to act in the absence of the PACS System Administrator
3.2.2. Cascading information relating to hardware and software developments to such staff groups as may be necessary
3.2.3. Undertaking PACS training for all staff groups (both inside and outside of the Radiology Departments) at a level appropriate to their needs, often responding to urgent requests for assistance
3.2.4. Undertaking CR training for all radiology staff groups, delivering medical devices training and assessing and recording staff competency as appropriate
3.2.5. Producing training manuals and instructional material to assist all staff with the use of digital imaging equipment / software
3.3. Take part in such formal and informal teaching as may be required by student radiographers on the subject of digital imaging
3.4. Facilitate visits to the Trust made by other institutions interested in the development of PACS or CR systems
3.5. Participate in the Professional Development Plan as agreed with the PACS Project Manager and Directorate Manager
3.6. Organisation of local PACS Conferences and study days
3.7. Attend mandatory training sessions arranged by the department. (Fire, Resuscitation, Moving & handling ,Control of infection)
3.8. Undergo Appraisal and assist in the formulation of a personal development plan with appraiser. Meet objectives and competencies set.
3.9. Be actively involved in focus groups within the directorate, for example Quality Assurance, Standards and Clinical Governance.
3.10. To undertake Medical Device training to achieve and maintain competence in the use of the range of equipment outlined in clinical service provision in accordance with trust policy, undertaking regular up-date and review of equipment operation.
3.11. Keep abreast of modern developments and maintain a high level of professional competence to practice radiographic procedures through regular CPD and in house training activities. Evidenced by compiling a comprehensive and current portfolio.
3.12. Enhance your own performance by being aware of changes and developments in further education.
4. Governance and Clinical Governance
4.1. Participate in the Department’s Quality Assurance (QA) testing programme, monitoring system performance to ensure optimal performance and quality. Monitor personal professional performance using QA principles (e.g. reject analysis + returned image analysis). This includes verification of studies broken during automatic validation and correcting faults with archived data created by other system users
4.2. Monitor staff competence in the use of CR and the PACS, providing update training and developing strategies to monitor and improve input data quality
4.3. Maintain high standards of patient care and comfort to comply with the Radiology Department Standards and collect data required for audit of them.
4.4. Practice evidence based techniques using the Continuing Professional Development processes recommended by the Trust, IRMER and Medical Exposure group, College Of Radiographers, SOR and HPC.
4.5. Participate in Service Improvement Projects to ensure that the directorate is compliant with the NHS plan.
4.6. To observe and comply with all Trust and Directorate policies listed internally and on the Intranet, including Health & Safety, local radiation rules, COSHH, Needlestick policy, Control of Infection, Fire and other mandatory policies. Ensure adherence to departmental policies by the radiographic staff and assist in the formulation of new departmental policies and those for review.
4.7. To comply with the IR(ME)R 2000 regulations and Ionising Radiations Regulations (1999). To implement the Pregnancy (28 day) and 10 Day rules. These are aimed at reducing the radiation dose to patients, staff and public.
4.8. To assist and undertake supportive work in relation to the maintenance of good standards. This includes participation in clinical audit and clinical governance activities and professional clinical groups e.g. Quality assurance.
4.9. To be aware of the need for financial control, using resources efficiently
4.10. Be the patients’ advocate; promote, safeguard and support safety for the patient and family and report any concerns relating to child protection issues.
4.11. Establish and maintain good relationships with patients, visitors, colleagues and members of the multidisciplinary team to minimise conflict.
5. Web Services
5.1. Co-ordinate, develop and maintain the Radiology Intranet and Internet sites in conjunction with radiology colleagues, IM&T and the Press/PR Officer
5.2. Ensure that all material pertaining to the Department and available via the Trust Intranet and Internet sites is kept up-to-date
6. Human Resources
6.1. Behave in a professional manner, be punctual and uphold the reputation of the Department at all times.
6.2. Attend appraisal interviews annually to review job performance and professional development.
GENERAL REQUIREMENTS FOR
THE PACS SYSTEM ADMINISTRATOR
1. Quality
Each member of staff is required to ensure that:
a) The patient and customer is always put first.
b) That in all things, the patient/customer requirements are met and all staff contribute fully to achieving the Trust Corporate goals and objective.
2. Confidentiality
Each member of the Trust's staff is responsible for ensuring the confidentiality of any information relating to patients and to comply with all the requirements of the Data Protection Act while carrying out the duties of the post. Any breaches in confidentiality will be dealt with by the Trust's Disciplinary Procedure and may result in dismissal.
3. Health and Safety
Each member of the Trust's staff is responsible for ensuring they carry out the duties of their post in accordance with all appropriate Health and Safety legislation, guidance and procedures and that they do not, by any act or omission on their part, create a threat to the Health and Safety of any other person.
4. External Interests
Each member of the Trust's staff is responsible for ensuring that any external interest they have does not conflict with the duties of their post and that they must disclose the external interest if this is likely to occur or if they are in doubt about a possible conflict of interest.
5. Mandatory Training
Each member of the Trust's staff has a statutory obligation to attend all mandatory training each year. It is the responsibility of each member of staff to ensure that they comply with this legal requirement.
6. Flexibility
Job descriptions are intended to act as a flexible guide to the duties of a post and therefore will require revision in consultation with the post holder to reflect the changing requirements of every post so as to enable the Trust to achieve its Corporate goals and objectives.
7. Physical Effort
a) Frequent requirement to exert moderate physical effort for several short periods during a shift when moving and transferring patients using hoists and other lifting aids.
b) Frequent requirement to move heavy x-ray equipment.
c) Frequent requirement to move heavy CR imaging equipment and PACS computer servers
d) Frequent requirement to wear lead aprons of a variety of weights in the theatre environment, when performing portable x-rays and in Fluoroscopy sessions.
e) Required to move patients on and off trolleys and into wheelchairs
8. Mental Effort
a) Required to concentrate when carrying out clinical radiography. Work is generally predictable but often requires modification of techniques to deal with emergency or difficult situations.
b) Required to make quick decisions with regard to unplanned system downtime which impact on the provision of the imaging service
c) Occasional prolonged periods of concentration when dealing with system failures and data processing
9. Working Conditions