Job summary
We are recruiting for 5 Band 2 Clerical officers on a 12 month Fixed Term Contract (Shift pattern to be confirmed upon appointment) .
Dartford & Gravesham NHS Trust's Health Records department plays a pivotal role in the hospital lifecycle, processing the notes which are generated with every patient's contact with our Trust.
We have a number of vacancies in Health Records currently and are looking to recruit people who thrive in a fast paced working environment.
The Trust started its transition to Electronic Health Records with an in-house BS1008 accredited Scanning Bureau in 2015. It has maintained this accreditation each year and is now in the final stage of deployment to all specialties.
The ideal candidate will have previous experience in an administrative role and flexibility in the role is required.
General knowledge of Health Records functions will be an advantage.
Main duties of the job
Key areas of responsibility will be
Participating in all day-to-day scanning and scanning preparation duties.
Meeting deadlines and targets for scanning outputs
Perform QA and QC checks
Destruction of records in line with Trust policies and procedures
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
We are dedicated to using our Continuous Quality Improvement (CQI) approach as our shared organisation model of change to enhance our services and ensure excellence in patient care.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
Scanning Preparation
Preparing Health Records so they are suitable for scanning, including removing staples, booklet spines, sellotaped attachments and any other obstructions to the scanner or the scanned image.
Identifying documents which are unsuitable for scanning, including large documents and poor quality documents as detailed within the associated procedures.
Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.
Move heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.
Scanning
Using scanning software, appropriately create traceable batches to scan documents into.
Scan Health Records with state of the art scanners to provide high quality output.
Perform scheduled cleaning and upkeep on the scanners to maintain consistent image quality.
Quality Assurance and Logs
To use various log sheets to track ownership of activities performed during the prepping and scanning processes for each batch of Health Records. These will require some data entry.
QA checks will be performed as required at different points of the digitisation process to ensure quality remains consistently high, reducing Quality Control requirements.
QA checks will require fault finding and problem solving skills to identify and resolve issues with scanning quality. These will include building an understanding of acceptable and unacceptable scanning quality under BSI 10008:2008 standard by the British Standard Institute. Training and support material will be provided as a matter of course.
Health Records Prep
Self-upload Referral Letter for clinics.
A small number of routine work procedures supported through on the job training.
Library
Ordering notes from offsite storage for Subject Access Requests.
Self-Upload Loose Filling that cant be added to patient Health records
Destroy hard copies of scanned records in accordance with SOPs and required retention periods
Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.
Job description
Job responsibilities
Scanning Preparation
Preparing Health Records so they are suitable for scanning, including removing staples, booklet spines, sellotaped attachments and any other obstructions to the scanner or the scanned image.
Identifying documents which are unsuitable for scanning, including large documents and poor quality documents as detailed within the associated procedures.
Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.
Move heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.
Scanning
Using scanning software, appropriately create traceable batches to scan documents into.
Scan Health Records with state of the art scanners to provide high quality output.
Perform scheduled cleaning and upkeep on the scanners to maintain consistent image quality.
Quality Assurance and Logs
To use various log sheets to track ownership of activities performed during the prepping and scanning processes for each batch of Health Records. These will require some data entry.
QA checks will be performed as required at different points of the digitisation process to ensure quality remains consistently high, reducing Quality Control requirements.
QA checks will require fault finding and problem solving skills to identify and resolve issues with scanning quality. These will include building an understanding of acceptable and unacceptable scanning quality under BSI 10008:2008 standard by the British Standard Institute. Training and support material will be provided as a matter of course.
Health Records Prep
Self-upload Referral Letter for clinics.
A small number of routine work procedures supported through on the job training.
Library
Ordering notes from offsite storage for Subject Access Requests.
Self-Upload Loose Filling that cant be added to patient Health records
Destroy hard copies of scanned records in accordance with SOPs and required retention periods
Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.
Person Specification
EDUCATION AND TRAINING
Essential
- Good general education - 5 GCSE's (including English and Maths) / NVQ Level 2
KNOWLEDGE
Essential
- Understanding and awareness of confidentiality responsibilities when handling personal information
- IT Literate
- Good communication skills both written and verbal
- Ability to work to deadlines
- Able to work as part of a team
Desirable
- Knowledge of the Data Protection Act
- Knowledge of BSI 10008:2008 standard by the British Standard Institute
EXPERIENCE
Essential
- Experience of working in a busy and demanding office environment.
- General knowledge of office procedures
Desirable
- Experience working within a Health Records capacity
- Experience of scanning services within a professional environment.
- Experience in Data Entry
Person Specification
EDUCATION AND TRAINING
Essential
- Good general education - 5 GCSE's (including English and Maths) / NVQ Level 2
KNOWLEDGE
Essential
- Understanding and awareness of confidentiality responsibilities when handling personal information
- IT Literate
- Good communication skills both written and verbal
- Ability to work to deadlines
- Able to work as part of a team
Desirable
- Knowledge of the Data Protection Act
- Knowledge of BSI 10008:2008 standard by the British Standard Institute
EXPERIENCE
Essential
- Experience of working in a busy and demanding office environment.
- General knowledge of office procedures
Desirable
- Experience working within a Health Records capacity
- Experience of scanning services within a professional environment.
- Experience in Data Entry
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.
