Health Records Assistant (Evenings)

Job description

Job responsibilities

Working 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.

For further details please see attached JD&PS.

Person Specification

Knowledge % Experience

Essential

• oProven Clerical demonstrable experience
• oDemonstrable experience working with PC's and Microsoft applications
• oDemonstrable experience of managing own workload and working to strict deadlines
• oUnderstanding of the need for Patient confidentiality

Desirable

• oBackground and proven knowledge of iPM and a range of Health Records/Case note Procedures

Qualifications

Essential

• oNumeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) 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 carry, move, lift case notes, load and unload blue boxes of case notes
• oAccuracy and attention to detail
• oExcellent communication and inter-personal skills
• oRemain calm within a busy environment
• oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
• oMeet deadlines and daily targets
• oWork as part of a team and have a flexible approach to cover colleagues during absences
• oGood organisational skills/prioritise workload

Desposition/ Atitiude / Motivation

Essential

• oSelf-motivated and able to work on own initiative
• oEnthusiastic and responsive to new demands
• oWilling to learn new skills and welcome change
• oDiscretion and tact
• oAdapt to change

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Central Records Library

Bush Park, Unit 4, Bush Park, Estover

Plymouth

PL6 7RG

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)