Job summary
Full time 37.5 hours per week. Permanent post
The Health Records team at Bolton NHS Foundation Trust has an opportunity for an enthusiastic, motivated and flexible individual looking for a challenge in a post that is both interesting and varied to join our team working the night shifts. Services operate flexibly over 24 hours, seven day a week. You should have the ability to work flexibly to meet the needs of the service.
The role is a physically demanding role and you will be responsible primarily for providing a notes provision service, whilst additionally completing all associated administration tasks.
You will be required to retrieve case notes from within the health records library or from areas across the Trust site, which may require the lifting of boxes and pushing of trolleys up and down corridors. Duties will include storage and retrieval of case notes, provision of an emergency notes service, case note preparation for clinics and elective admissions, dealing with enquiries, filing, use of LE2.2, customer service. You will be expected to have excellent communication and interpersonal skills and the desire to work in a patient focussed environment. You will also need to have good IT and organisational skills. The ability to work under pressure to meet deadlines is essential.
You will also need to be able to work using your own initiative and without direct supervision. The ideal candidate will have knowledge and experience of working in a similar environment.
Main duties of the job
- Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
- Maintain knowledge of filing systems and ability to file casenotes in correct location. Understand importance of accurate and timely filing.
- When dealing with elective admissions prioritise allocated day's work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection.
- If casenotes are not in main storage areas use tracking system to locate and request where necessary.
- Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or casenotes either manually or electronically.
- Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
- Ensure Case notes are prepared in accordance with Health Records Standards.
- Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.
About us
The aims of this Trust are to improve the health of our people and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We are striving to recruit a workforce that reflects the communities in which we serve. Staff are valued and we can offer excellent opportunities for further training and development.
Job description
Job responsibilities
- Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
- Maintain knowledge of filing systems and ability to file casenotes in correct location. Understand importance of accurate and timely filing.
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection.
- If casenotes are not in main storage areas use tracking system to locate and request where necessary.
- Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or casenotes either manually or electronically.
- Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
- Ensure Case notes are prepared in accordance with Health Records Standards.
- Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.
Job description
Job responsibilities
- Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
- Maintain knowledge of filing systems and ability to file casenotes in correct location. Understand importance of accurate and timely filing.
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection.
- If casenotes are not in main storage areas use tracking system to locate and request where necessary.
- Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or casenotes either manually or electronically.
- Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
- Ensure Case notes are prepared in accordance with Health Records Standards.
- Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.
Person Specification
Education/Qualifications
Essential
- English and Maths Grades C/4 and above
Desirable
- Administration/Customer Service Qualification
Experience & Knowledge
Essential
- Experience in an administration environment
- Customer Service Skills
- Knowledge of Data Protection guidelines
Desirable
- Medical records experience
- Previous experience in a hospital/NHS environment
Skills
Essential
- Ability to work under pressure to meet deadlines and targets
- Accurate filing skills
- Willing to be flexible around tasks and working hours
- Ability to prioritise workload
- Ability to work to standards and with a good level of attention to detail
Desirable
- Demonstrate willingness to adapt to change
Person Specification
Education/Qualifications
Essential
- English and Maths Grades C/4 and above
Desirable
- Administration/Customer Service Qualification
Experience & Knowledge
Essential
- Experience in an administration environment
- Customer Service Skills
- Knowledge of Data Protection guidelines
Desirable
- Medical records experience
- Previous experience in a hospital/NHS environment
Skills
Essential
- Ability to work under pressure to meet deadlines and targets
- Accurate filing skills
- Willing to be flexible around tasks and working hours
- Ability to prioritise workload
- Ability to work to standards and with a good level of attention to detail
Desirable
- Demonstrate willingness to adapt 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.
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).
