Job summary
The post holder is responsible for undertaking duties related to the storage, retrieval, destruction and handling of records within the Patients Records service and other areas of the Trust as required. The post holder will prepare records for use within clinical setting ensuring inclusion of relevant documents and ensure records are fit for use and appropriately maintained in accordance with the Trust Records Management Policy.
Main duties of the job
Maintain filing system, ensuring records filed in strict terminal digit order. Retrieve records for departments within 24 hours. Initiate searches for urgent request.
Communicate with staff the importance of case note tracking and that records will be removed from their area if procedure not adhered to.
Prepares records for attendances. Ensure correct documents are included for specific speciality and each clinic.
Make up records including laboratory and interpreter forms if required. Ensure referral letters included.
Maintain and cleanse records in line with procedures. Maintain electronic and paper filing system appropriate to relevant department.
Retrieve records for off-site storage including preparation and ensuring correct speciality and destruction year is recorded. Understand specific knowledge of retention schedules as stated in the NHS Records Management: NHS Code of Practice.
Retrieve and request records from Off-site storage by using PAS, Filetrak and Off-site database to ascertain location. Monitor systems by checking for data accuracy and duplicate record ensuring these are corrected and merged
Ensure records are tracked using the Trust PAS system, contact staff when tracking has not met the Records Management standards.
Ensure accuracy is used when accessing Meditech, Filetrak, Badger, Off-site data base - removing records, EDMS & PENs for electronic patient records.
About us
Liverpool Women's delivers the highest standards of care for women, babies and their families. It is an exciting environment to work in and a great place to develop your career.
We value the contribution of individual talent and are committed to having a workforce that is representative of the local community. We will consider requests for flexible working on hiring.
Our core value is to 'Be Kind' and we have an ambition to 'Be Brilliant' with the best people, giving the safest care, to provide outstanding experiences.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge care possible. We have long-term aspirations for the future. https://www.liverpoolwomens.nhs.uk/about-us/our-future/planning-for-future-generations/
We are committed to creating a greener Liverpool Women's https://www.liverpoolwomens.nhs.uk/media/4095/our-green-plan.pdf
https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
- Operate within the required behaviours and values of the Trust leading by example in the delivery of the services performance.
- Manage and take responsibility for own work load.
- Communicate and establish working relationships as appropriate in relation to workload, activities and job role with colleagues within the service and wider Trust.
- Undertake general administration support within the service as required and directed by the line manager.
- Ensure awareness of Health & Safety issues whilst working in a restricted area and follow guidance on manual handling in particular to load handling.
- The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder
Job description
Job responsibilities
- Operate within the required behaviours and values of the Trust leading by example in the delivery of the services performance.
- Manage and take responsibility for own work load.
- Communicate and establish working relationships as appropriate in relation to workload, activities and job role with colleagues within the service and wider Trust.
- Undertake general administration support within the service as required and directed by the line manager.
- Ensure awareness of Health & Safety issues whilst working in a restricted area and follow guidance on manual handling in particular to load handling.
- The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics.
- NVQ Customer Care or Administration services
- Hold ECDL or equivalent qualifications.
Knowledge & Skills
Essential
- Specific Knowledge of Records Management: NHS Code of Practice with particular reference to Retention Schedules
- Knowledge of Patient Administration System and Electronic Patient Records Systems
- Knowledge of working in a multi sectional patient records / scanning bureau department
Experience
Essential
- Experience of Health & Safety with particular manual handling and load handling
- Experience of working within a Patient Records / Scanning Bureau environment
- Experience of Data entry and keyboard skills
- Experience of using own initiative to complete own work load and provide support to other Trust staff
Personal Attributes
Essential
- Enthusiastic and self-motivated
- Ability to work independently or as part of a team
- Ability and willingness to work flexibly
- Pays attention to detail
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics.
- NVQ Customer Care or Administration services
- Hold ECDL or equivalent qualifications.
Knowledge & Skills
Essential
- Specific Knowledge of Records Management: NHS Code of Practice with particular reference to Retention Schedules
- Knowledge of Patient Administration System and Electronic Patient Records Systems
- Knowledge of working in a multi sectional patient records / scanning bureau department
Experience
Essential
- Experience of Health & Safety with particular manual handling and load handling
- Experience of working within a Patient Records / Scanning Bureau environment
- Experience of Data entry and keyboard skills
- Experience of using own initiative to complete own work load and provide support to other Trust staff
Personal Attributes
Essential
- Enthusiastic and self-motivated
- Ability to work independently or as part of a team
- Ability and willingness to work flexibly
- Pays attention to detail
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
