Bolton NHS Foundation Trust

Health Records Clerical Officer

This job is now closed

Job summary

5 x 4 hour Evening posts to cover 5pm until 9pm

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. The service operate flexibly over 24 hours, seven day a week.

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 to ensure our patients receive an excellent first impression, you will ensure all necessary data is recorded

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.
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.
Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
Ensure request for reports and information are forwarded to appropriate consultant.
Ensure all statutory deadlines are met in the provision of those records and reports.

About us

Here at Bolton our patients are at the heart of everything we do. We ensure our patients receive the highest quality of Care and are guided by our trust Values.We strive to ensure that our staff can be the best they can be in their role, and we will create a development plan based on your individual needs. We ensure that our staff have regular FABB (For a Better Bolton) catch-up discussions with their manager and our VOICE Values clearly set out what we expect from all our staff whilst in work. Ultimately everything we do in the Trust has patient care at its heart, and your role will be so important in ensuring our patients get the best possible care.

Date posted

25 August 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

241-250DS-23-A

Job locations

Royal Bolton Hospital

Bolton

BL4 0JR

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.
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.
Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
Ensure request for reports and information are forwarded to appropriate consultant.
Ensure all statutory deadlines are met in the provision of those records and reports.

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.
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.
Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
Ensure request for reports and information are forwarded to appropriate consultant.
Ensure all statutory deadlines are met in the provision of those records and reports.

Person Specification

Qualifications

Essential

Math and English GCSE Grade C/4 and above

Desirable

Administration/Customer Service Qualification

Knowledge/Skills

Essential

Experience in an administrative environment
Customer Service Skills
Knowledge of Data Protection Act/General Data Protection Regulations

Desirable

Medical Records experience
Experience in a busy hospital / NHS setting

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
oAbility to work to standards and with a good level of attention to detail

Desirable

Shown willingness to adapt to change

Person Specification

Qualifications

Essential

Math and English GCSE Grade C/4 and above

Desirable

Administration/Customer Service Qualification

Knowledge/Skills

Essential

Experience in an administrative environment
Customer Service Skills
Knowledge of Data Protection Act/General Data Protection Regulations

Desirable

Medical Records experience
Experience in a busy hospital / NHS setting

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
oAbility to work to standards and with a good level of attention to detail

Desirable

Shown 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.

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).

Additional information