Job summary
We have a vacancy for the position of Health Records Assistant to work at the Central Records Library, Bush Park - working hours Mon-Fri, 08:00-16:00. (We often have other vacancies with more flexible full-time hours available, so if you are interested but unable to work 08:00-16:00, apply through the other Health Records Assistant vacancies).
Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis.
The successful applicant will have GCSE's 9-4 (A-C) in Maths & English, anNVQ Level 2 in Business Administration or equivalent demonstrable experience,demonstrable customer service and clerical experience and proven knowledge of Windows based systems (including Microsoft Outlook) would be advantageous.
The post involves both filing and dispatching patient records, so proven knowledge of manual handling techniques to safely carry/move/lift case notes is desirable. It also involves working at high and low levels in a warehouse environment and therefore the ability to use a Kik-stool and climb ladder is essential.
Applicants should be prepared to fulfil Bank Holiday duties as necessary.
Please state in your supporting information why you are the ideal candidate for this position.
For further information please email russ.lyth@nhs.net
30hrs a week to be agreed with successful applicant and
Main duties of the job
The post-holder will provide support for pulling and filing of Health Records within the Central Records Library and will assist the CRL Supervisor in acting as a point of reference for Clinicians and other Staff groups providing advice and support to clinical and admin teams on Health Records issues.
Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis. This will involve staff rotating on a daily basis in some areas to ensure continuity of service during staff absences. One generic job description covers all duties required for the whole of the Central Records Library for A&C Band 2 posts.
The Central Records Library comprises of three main areas: Main office, Pre-file, and Archive.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
-
- Working unsupervised to pre-determined targets and utilising computerised pulling lists, locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
- Action all urgent telephone requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.
- Action written/faxed/emailed requests for case notes, in order of priority and locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
- Co-ordinate transport of urgent requests. Should Case notes be at Scott Hospital, travel by taxi to retrieve them.
- To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the correct action for all requests.
- To use personal judgement and initiative when analysing the facts that are required to locate a patients record, such as looking for a misfile or determining when a temporary folder should be created.
- Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.
- Maintain tidy filing bays by moving case notes as and when necessary, and in particular when excessively large case notes are returned to file.
- Maintain library storage in terminal digit order, including realigning, accurate filing and adhering to the DOH Records Management NHS Code of Practice.
- Work within agreed standards and benchmarks with the ability to demonstrate initiative and flexibility to achieve good practice.
- Monitor and report on personal workload statistics in readiness for analysis by the CRL Supervisor.
- Participate in audits, questionnaires and surveys relating to evaluation of services.
- Deal with queries from clinical and other Trust staff and have the initiative to know when help from a more senior staff member is required.
- There is a frequent requirement to concentrate when working to predetermined schedules, whilst having the ability to respond to ad-hoc interruptions and urgent queries throughout the shift.
- To assist new members of staff, demonstrating duties, sharing knowledge and experience, with ongoing help and support if required.
- Working to pre-determined targets (and time permitting), file case notes into the main store, tracing each case note onto iPM at every stage of the process.
- Undertake any other duties commensurate with the grade of post in agreement with the department manager.
- Maintain the status of a closed Medical Records library by ensuring identification of visitors to the department is checked at all times and that the entrances and exits of the department and archive storage is kept locked and secure at all times.
- Participate and comment in discussions relating to departmental procedures and policy development supporting service change.
- Frequently liaise with higher disciplines of staff when requesting or searching for case notes, with sufficient influence to ensure their support in locating and sending the relevant documents
- All staff working evenings/weekends/bank holidays are required to secure all entrances/exits of the building and to set the alarm at the end of their shift, in accordance with the instructions displayed in the lobby area.
- To be familiar with and adhere to the Health and Safety Policy and other Trust policies and procedures.
- To support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
Job description
Job responsibilities
-
- Working unsupervised to pre-determined targets and utilising computerised pulling lists, locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
- Action all urgent telephone requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.
- Action written/faxed/emailed requests for case notes, in order of priority and locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
- Co-ordinate transport of urgent requests. Should Case notes be at Scott Hospital, travel by taxi to retrieve them.
- To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the correct action for all requests.
- To use personal judgement and initiative when analysing the facts that are required to locate a patients record, such as looking for a misfile or determining when a temporary folder should be created.
- Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.
- Maintain tidy filing bays by moving case notes as and when necessary, and in particular when excessively large case notes are returned to file.
- Maintain library storage in terminal digit order, including realigning, accurate filing and adhering to the DOH Records Management NHS Code of Practice.
- Work within agreed standards and benchmarks with the ability to demonstrate initiative and flexibility to achieve good practice.
- Monitor and report on personal workload statistics in readiness for analysis by the CRL Supervisor.
- Participate in audits, questionnaires and surveys relating to evaluation of services.
- Deal with queries from clinical and other Trust staff and have the initiative to know when help from a more senior staff member is required.
- There is a frequent requirement to concentrate when working to predetermined schedules, whilst having the ability to respond to ad-hoc interruptions and urgent queries throughout the shift.
- To assist new members of staff, demonstrating duties, sharing knowledge and experience, with ongoing help and support if required.
- Working to pre-determined targets (and time permitting), file case notes into the main store, tracing each case note onto iPM at every stage of the process.
- Undertake any other duties commensurate with the grade of post in agreement with the department manager.
- Maintain the status of a closed Medical Records library by ensuring identification of visitors to the department is checked at all times and that the entrances and exits of the department and archive storage is kept locked and secure at all times.
- Participate and comment in discussions relating to departmental procedures and policy development supporting service change.
- Frequently liaise with higher disciplines of staff when requesting or searching for case notes, with sufficient influence to ensure their support in locating and sending the relevant documents
- All staff working evenings/weekends/bank holidays are required to secure all entrances/exits of the building and to set the alarm at the end of their shift, in accordance with the instructions displayed in the lobby area.
- To be familiar with and adhere to the Health and Safety Policy and other Trust policies and procedures.
- To support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
Desirable
- Proven Background and knowledge of iPM and a range of Health Records/Case note Procedures
aptitude and ability
Essential
- Manual handling, to carry, move, lift case notes
- Able to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
QUALIFICATIONS
Essential
- Numeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) or equivalent qualification
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
Desirable
- Proven Background and knowledge of iPM and a range of Health Records/Case note Procedures
aptitude and ability
Essential
- Manual handling, to carry, move, lift case notes
- Able to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
QUALIFICATIONS
Essential
- Numeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) or equivalent qualification
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
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).
