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 an efficient filing system, ensuring records are filed in strict terminal digit order.
Retrieve records for all departments within 24 hours of request.
Check documents before releasing to Trusts.
Communicate with staff the importance of case note tracking.
Ensure documents are included for each specific speciality and each individual clinic. Check multiple systems to ensure the record is complete.
Make up new records including laboratory and interpreter forms if required.
Maintain an up to date electronic and paper office filing system and undertakes filing in patient records.
Retrieve records suitable for off-site storage including preparation and handling of records for sending off-site in addition 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.
Ensure records are tracked using the PAS system, contact departments when tracking has not met the Records Management standards.
Systems used are Meditech, Filetrak, Badger, EDMS & PENs
Provide a service collecting and delivering patient records from Central Records Library.
About us
Liverpool Women's NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes usthespecialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit their careers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
https://www.gov.uk/skilled-worker-visa/your-job
Job description
Job responsibilities
The Patient Records Service is responsible for the management of all patient records within the Trust in all formats including paper and electronic records. The service is responsible for the creation, retrieval, maintenance and storage of patient records in line with national and Trust policy. Filing results and other documents within records is essential to ensure records are complete. Staff will take responsibility for the record and inform other departments of the filing structure and maintenance if this is not adhered to as stated in the Records Management policy and Standard Operating Procedures.
The Patient Records department covers several main services, Medical Records Library, Gynaecology Prep and Antenatal / Baby Records, Central Records Library and Scanning Bureau. Staff will be expected to become knowledgeable in all these areas and be able to provide support and cover at all times.
Staff may be expected to work across all Trust sites including Aintree Centre for Womens Health and the Central Records Library.
Job description
Job responsibilities
The Patient Records Service is responsible for the management of all patient records within the Trust in all formats including paper and electronic records. The service is responsible for the creation, retrieval, maintenance and storage of patient records in line with national and Trust policy. Filing results and other documents within records is essential to ensure records are complete. Staff will take responsibility for the record and inform other departments of the filing structure and maintenance if this is not adhered to as stated in the Records Management policy and Standard Operating Procedures.
The Patient Records department covers several main services, Medical Records Library, Gynaecology Prep and Antenatal / Baby Records, Central Records Library and Scanning Bureau. Staff will be expected to become knowledgeable in all these areas and be able to provide support and cover at all times.
Staff may be expected to work across all Trust sites including Aintree Centre for Womens Health and the Central Records Library.
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).
