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 ,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, an NVQ Level 2 in Business Administration or equivalent demonstrable experience, demonstrable customer service and demonstrable 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 m.currey@nhs.net or mia.williams9@nhs.net
***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.***
Main duties of the job
To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity. Prioritising workloads and all other Central Record Requests.Efficiently manging the urgent line with a professional approach. To provide support for the filing and culling of REI records and Deceased records.
Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trust's policies and procedures. Review and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.
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.
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
MAIN OFFICE/PRE-FILE AREA
- Action all telephone calls/written/emailed 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
- Ensure that all notes are available for clinics daily and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found
- Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process
- Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL
ARCHIVE AREA
- Regularly reviewing storage capacity within the main store and archive area and planning for future growth to accommodate deceased and culled records. This entails moving boxes and hospital records in large quantities within a tight timeframe
- Filing of all REI records, boxing up Deceased and A&E records
- Ensuring all patient record requests from Crown are dealt with efficiently and spreadsheets are kept updated
- Responsible for the retention and destruction of all patient health records ensuring all guidelines are followed as per the Records Management code of practice 2021
- Scanning the main store as and when required to identify misfiles and growth.
- Preparing and sorting Service Personnel records ready for destruction
Please see the attached JD for full details.
Job description
Job responsibilities
MAIN OFFICE/PRE-FILE AREA
- Action all telephone calls/written/emailed 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
- Ensure that all notes are available for clinics daily and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found
- Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process
- Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL
ARCHIVE AREA
- Regularly reviewing storage capacity within the main store and archive area and planning for future growth to accommodate deceased and culled records. This entails moving boxes and hospital records in large quantities within a tight timeframe
- Filing of all REI records, boxing up Deceased and A&E records
- Ensuring all patient record requests from Crown are dealt with efficiently and spreadsheets are kept updated
- Responsible for the retention and destruction of all patient health records ensuring all guidelines are followed as per the Records Management code of practice 2021
- Scanning the main store as and when required to identify misfiles and growth.
- Preparing and sorting Service Personnel records ready for destruction
Please see the attached JD for full details.
Person Specification
Knowledge & Experience
Essential
- oDemonstrable experience within a similar role.
- oDemonstrable experience working with PC's and Microsoft applications
Desirable
- oTrust background and proven knowledge of a range of In Patient Management Systems and Health Records/Case note Procedures
Qualifications
Essential
- oGCSEs in English and Maths level 9-4 (A-C) or equivalent
- oNVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- oAble to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
- oManual handling-to safely carry/move/lift case notes, load and unload blue boxes of case notes
Person Specification
Knowledge & Experience
Essential
- oDemonstrable experience within a similar role.
- oDemonstrable experience working with PC's and Microsoft applications
Desirable
- oTrust background and proven knowledge of a range of In Patient Management Systems and Health Records/Case note Procedures
Qualifications
Essential
- oGCSEs in English and Maths level 9-4 (A-C) or equivalent
- oNVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- oAble to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
- oManual handling-to safely carry/move/lift case notes, load and unload blue boxes of case notes
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).
