Job summary
If you are and overseas candidate wishing to apply and would require sponsorship, you can determine the likelihood of obtaining a CoS for this post by assessing your circumstances against criteria specified on the gov.uk website
Previous applicants need not apply
The post-holder is one of a team providing an efficient and effective Medical Records service to the Trust. The post-holder will be required to carry out a range of duties in a number of locations and across all Hospital sites, ensuring that medical records are stored, maintained and retrieved in line with local and national guidelines.
The post holder must be able to demonstrate an ability to work on their own initiative with the minimum of supervision after training, and be able to work with other members of staff within the department and across the trust, including staff from external companies.
Able to communicate with all grades of staff and with members of the public. This will include a good telephone manner, and relaying of messages to the line manager as required.
They must be flexible in their required hours of work to cover annual leave, and sickness of other team members.
Previous applicants need not apply
Main duties of the job
Ensure that strict confidentiality is maintained at all times when dealing with medical records and computerised data as set out under all Records Management Rationale Policies & Procedures including the Data Protection Act 1998, Caldicott Guidance and Freedom of Information Act 2000.
Reporting any operational problems immediately to the Team Leader.
To participate in departmental and sectional training as directed by the Assistant Health Records Manager.
To comply with department and Trust policies and procedures.
Ensure housekeeping standards are maintained and Health & Safety regulations are complied with.
To undertake any other duties as may, from time to time, be deemed necessary to ensure the smooth running of the department.
Participate in team meetings.
Participate in the Trust appraisal scheme.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
To ensure requests for medical records are dealt with in an efficient and professional manner.
Preparation of event packs for use at Outpatient Clinics in accordance with department policies and procedures. To deal with requirements for updates to clinics responding to urgent requests for event packs is a priority and these requests must be dealt with quickly and delivered to the appropriate location, achieving the departmental quality standard of delivery wherever possible.
Responsible for the collection and delivery of event packs around the hospital site including outpatient, ward and administration areas. Delivery of packs is ongoing throughout the day, and collections are scheduled three times per day.
Responsible for loading trolleys with event packs ready for delivery within required timescale.
Responsible for tracking event packs to clinic locations, off site storage and coding using tracking software and handheld barcode scanners.
Responsible for Quality Assurance of all event pack preparation and scanned information to a high standard of accuracy. Collate data regarding event pack errors.
Responsible for updating Patient Administration System (PAS) following deceased notifications acquiring up-to-date patient information from the NHS SCR (Summary Care Records) system.
Produce patient identification labels for each outpatient pack.
Front line support via a help desk function including telephone and face-to-face enquiries. This includes logging and managing calls through the dedicated software and answering the telephone and speaking to others in a pleasant, professional and efficient manner and controlling access to the department.
Opening and distribution of incoming mail.
To be fully conversant with the evolve Electronic Document Management system (EDM), Patient Administration System (PAS), Trust clinical portal (e-Track).
Job description
Job responsibilities
To ensure requests for medical records are dealt with in an efficient and professional manner.
Preparation of event packs for use at Outpatient Clinics in accordance with department policies and procedures. To deal with requirements for updates to clinics responding to urgent requests for event packs is a priority and these requests must be dealt with quickly and delivered to the appropriate location, achieving the departmental quality standard of delivery wherever possible.
Responsible for the collection and delivery of event packs around the hospital site including outpatient, ward and administration areas. Delivery of packs is ongoing throughout the day, and collections are scheduled three times per day.
Responsible for loading trolleys with event packs ready for delivery within required timescale.
Responsible for tracking event packs to clinic locations, off site storage and coding using tracking software and handheld barcode scanners.
Responsible for Quality Assurance of all event pack preparation and scanned information to a high standard of accuracy. Collate data regarding event pack errors.
Responsible for updating Patient Administration System (PAS) following deceased notifications acquiring up-to-date patient information from the NHS SCR (Summary Care Records) system.
Produce patient identification labels for each outpatient pack.
Front line support via a help desk function including telephone and face-to-face enquiries. This includes logging and managing calls through the dedicated software and answering the telephone and speaking to others in a pleasant, professional and efficient manner and controlling access to the department.
Opening and distribution of incoming mail.
To be fully conversant with the evolve Electronic Document Management system (EDM), Patient Administration System (PAS), Trust clinical portal (e-Track).
Person Specification
Experience
Essential
- Good organisational skills
Desirable
- 12 months clerical experience
- Good organisational skills
Education
Essential
- General level of education to GCSE level standard
Knowledge
Essential
- Competent PC skills
- Understanding the importance of confidentiality
Desirable
- Knowledge of Department of Health Code of Practice for Records Management
- Working knowledge of Electronic Document Management (EDM)
Key Skills
Essential
- Accuracy / spelling / numeric ability
- Telephone / customer care skills
- Good organisational skills
Person Specification
Experience
Essential
- Good organisational skills
Desirable
- 12 months clerical experience
- Good organisational skills
Education
Essential
- General level of education to GCSE level standard
Knowledge
Essential
- Competent PC skills
- Understanding the importance of confidentiality
Desirable
- Knowledge of Department of Health Code of Practice for Records Management
- Working knowledge of Electronic Document Management (EDM)
Key Skills
Essential
- Accuracy / spelling / numeric ability
- Telephone / customer care skills
- Good organisational skills
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.
