Great Western Hospitals NHS Foundation Trust

Digital Health Records Administrator

This job is now closed

Job summary

This is an exciting opportunity to work within the Digital Health Records team. You will be working in a busy environment which is moving from a paper based health records to a more digital platform. You will provide a high quality service to the outpatient areas and support the team in meeting required targets.

To provide an efficient Health Records Service throughout the Trust in both paper and digitized records in accordance with relevant policies and procedures. To priorities duties to meet the changing and conflicting demands of the Trust, ensuring that paper records are available, prepared and correctly formatted. To maintain a high level of quality & accuracy when preparing and scanning digital records and carry out duties on any section as required by the department.

Main duties of the job

To retrieve and prepare paper case notes required for outpatient clinics either by tracking and dispatching records in response to requests/pulling lists or prepping/scanning case notes ready to commit to Electronic Document Repository Management System (EDRMS).
To work with the digital Records team leads for digitising case notes, to move from paper to digital records. Prepping, scanning and data quality, accessing the digitised records. All staff will be required to prepare, index and scan records following the Trusts policy & procedure.
Retrieve loose paper records/ skinny files from departments in readiness for scanning.
To ensure case note files are correctly formatted, well presented and in good condition.
To print lists / labels in advance of clinics.
To deliver case notes/skinny files to clinics around the Trust.
To search for case notes which are tracked to other areas within the Trust for appointments.
To ensure all records are tracked correctly using the Case note tracking system on PAS.

About us

"Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives."

Date posted

10 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

249-6559097

Job locations

Great Western Hospitals NHS Foundation Trust

Marlborough Road

Swindon

SN3 6BB

Job description

Job responsibilities

To prioritise duties to meet the changing and conflicting demands in Outpatient clinics, rescheduling tasks as necessary and providing a prompt response to requests for records required at short notice.
To archive case notes according to local procedure, updating the Patient administration system (PAS).
Processing complex and sensitive digital and paper referrals as required, ensuring that all required data items are completed when registering new referrals and patients on PAS.

Please see attached Job Description for full Responsibilities and Duties.

Job description

Job responsibilities

To prioritise duties to meet the changing and conflicting demands in Outpatient clinics, rescheduling tasks as necessary and providing a prompt response to requests for records required at short notice.
To archive case notes according to local procedure, updating the Patient administration system (PAS).
Processing complex and sensitive digital and paper referrals as required, ensuring that all required data items are completed when registering new referrals and patients on PAS.

Please see attached Job Description for full Responsibilities and Duties.

Person Specification

Qualifications

Essential

Qualified to NVQ Level 2 or equivalent training and experience in a similar role

Desirable

4 GCSE's grades A* to D
Medical terminology

Experience

Essential

Previous administration experience
Good keyboard and IT experience
Experience with MS windows applications
Experience in document scanning
Attention to a high quality and detailed work

Desirable

Use of case note tracking procedures and terminal digit filing

Skills

Essential

Able to demonstrate working knowledge of confidentiality issues
Good interpersonal and organisation skills
Excellent communication skills both written and verbal & data entry skills
Ability to work at speed whilst maintaining a high standard of accuracy
Able to work efficiently under pressure

Desirable

Data Protection knowledge
Health & Safety knowledge

Person Specification

Qualifications

Essential

Qualified to NVQ Level 2 or equivalent training and experience in a similar role

Desirable

4 GCSE's grades A* to D
Medical terminology

Experience

Essential

Previous administration experience
Good keyboard and IT experience
Experience with MS windows applications
Experience in document scanning
Attention to a high quality and detailed work

Desirable

Use of case note tracking procedures and terminal digit filing

Skills

Essential

Able to demonstrate working knowledge of confidentiality issues
Good interpersonal and organisation skills
Excellent communication skills both written and verbal & data entry skills
Ability to work at speed whilst maintaining a high standard of accuracy
Able to work efficiently under pressure

Desirable

Data Protection knowledge
Health & Safety knowledge

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

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

Great Western Hospitals NHS Foundation Trust

Address

Great Western Hospitals NHS Foundation Trust

Marlborough Road

Swindon

SN3 6BB

Employer's website

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

Employer details

Employer name

Great Western Hospitals NHS Foundation Trust

Address

Great Western Hospitals NHS Foundation Trust

Marlborough Road

Swindon

SN3 6BB

Employer's website

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