Job summary
An exciting new opportunity has arisen at University Hospitals of Northamptonshire (UHN) for a Medical Records Adviser.
The post holder will ensure the day-to-day delivery of an efficient UHN Medical Records Service offering immediate line management support to the Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust Medical Records departments and will also act as a deputy to the UHN Records Management Team Leader.
Main duties of the job
o Ensure the day to day delivery of an efficient, timely Medical Records Service that meets the organisations requirements, supporting the team to ensure that services provided across Medical Records are effective, meet the clinical and business needs of the Group and represent best value for money.
o Deputise for the Records Management Team Leader as required and provide cover for the other Medical Records Adviser at times of absence
o Manage the processing, updating, storage, and retrieval of patient records ensuring that Trust and Statutory guidelines, including GDPR, are strictly adhered to.
o Be the subject matter expert on BSI 10008 accreditation to support the Records Management Team Leader at a high level with regards to achieving and maintaining the BSI 10008 accreditation for the University Hospitals of Northamptonshire
o Ensure ongoing maintenance of the Trusts Electronic Document Management System (EDMS) including document taxonomy
About us
Please submit your application as soon as possible as we reserve the right to close adverts once we have received sufficient applications
Kettering General Hospital NHS Foundation Trust is on an exciting journey with all of our divisions committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered a Group Model with neighbouring Northampton General Hospital NHS Trust and become University Hospitals of Northamptonshire (UHN). As part of this collaborative approach, there may be a requirement for you to work across both the Kettering and Northampton hospital sites, depending on the needs of the service.
Our Excellence Values
- Compassion
- Accountability
- Respect
- Integrity
- Courage
We want to recruit the best people to deliver our services across UHN and help to unleash everyone's full potential.
UHN encourages applications from people who identify from all protected groups. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Silver Award under the Armed Forces Employer Recognition Scheme.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for UHN.
Job description
Job responsibilities
Key Deliverables: Ensure the day to day delivery of an efficient, timely Medical Records Service that meets the organisations requirements, supporting the team to ensure that services provided across Medical Records are effective, meet the clinical and business needs of the Group and represent best value for money. Deputise for the Records Management Team Leader as required and provide cover for the other Medical Records Adviser at times of absence Act without reference to a manager where appropriate using strong self-motivational skills and the ability to switch tasks frequently. Manage the processing, updating, storage, and retrieval of patient records ensuring that Trust and Statutory guidelines, including GDPR, are strictly adhered to.
Be the subject matter expert on BSI 10008 accreditation to support the Records Management Team Leader at a high level with regards to achieving and maintaining the BSI 10008 accreditation for the University Hospitals of Northamptonshire. Reduce the Trusts reliability on the paper Medical Records in compliance with BSI standard 10008. Ensure that the Medical Records departments are staffed according to the organisations requirements co-ordinating annual leave and maintaining an accurate record of attendance on the Trusts rostering system. Contribute to development of an electronic medical patient record, this may include facilitating complex working groups with clinicians, patients and other external organisations and stakeholders to clearly identify requirements and negotiate consensus, and preparation of appropriate business cases. Contribute to business change and training strategies to support movement to electronic first. Dealing with contentious issues, negotiating and persuading senior clinicians to support and utilise electronic solutions. Support the Head of Records Management and Records Management Team Leader to facilitate the management of the University Hospitals of Northamptonshire Medical Records service Ensure ongoing maintenance of the Trusts Electronic Document Management System (EDMS) including document taxonomy Ensure requests for updates to patient demographics on Trust clinical systems are actioned appropriately by Medical Records staff Champion and role model the Groups values and behaviours and support others in doing so to deliver the Group Vision and Mission successfully
Technical Service Delivery: Investigate complex situations within the Medical Records departments, in particular with regard to the scanning and electronic storage of Medical Records as well as non-conformities of the departments BSI accreditation and report findings to Directorate Managers and the relevant Trust Governance Groups. Ensure all health records handled are kept in good condition Ensure that the medical records storage areas are maintained in a tidy and workable condition, reporting and monitoring lighting and equipment problems as appropriate to the Estates Department. Ensure accurate recording of the medical records procedures and the risk issues surrounding the scanning of records, evaluating risk forms and contributing to strategic measures to minimise errors. Maintain the security of the Medical Records departments and ensure patient confidentiality at all times, and ensure that the intercom system and bleep are responded to as required. Provide internal advice and guidance on the Trusts other offsite storage contracts. Support the Records Management Team Leader with the management of offsite storage contracts to facilitate the reduction of offsite storage Monitor reliability and maintain the equipment within the Medical Records departments, liaising with maintenance contractors and IT as necessary keeping the Records Management Team Leader informed. Maintain skills and knowledge of the archiving and filing team. Complete relevant BSI courses.
Gain and maintain basic HR knowledge required for the role. Attend other training courses relevant to the role
Leadership: Recruit, motivate and manage staff employed in the Medical Records departments including the identification of candidates and managing the recruitment journey through Trac. Deputise for Records Management Team Leader as required. Provide cover for the other Medical Records Adviser at times of absence. Manage the Medical Records Administrators ensuring key Medical Records functions are delivered. Manage workforce planning for the Medical Records Clerks to ensure an accurate and timely service to the departments and wider Trust. Be the Medical Records departments lead for managing the Trusts offsite storage facility. Work with the Records Management Team Leader to ensure the appropriate retention criteria is applied to all medical records Take responsibility for the ordering of stationary and consumables for the Medical Records departments. Contribute to the management of the departments budgets. Provide a supportive environment for staff within the Medical Records departments and ensure appropriate training, development and succession planning. Be the point of escalation for the Medical Records Administrators for all general staffing and work related issues Deal with performance, sickness and absence, return to work interviews, appraisal, one to ones, risk assessments and general staffing issues and escalate to the Records Management Team Leader where appropriate Manage and plan the service with agreed human resources.
Communication: Using vital communication, customer service and interpersonal skills, promote good relations with Wards, Departments and Consultant secretaries to whom records services are provided. Liaise with high level senior members of staff during emotionally charged situations. Maintain effective communication with all key staff groups and patients, promoting awareness of medical records policies and procedures. Arrange and contribute to regular meetings with other staff groups throughout the trust (e.g. Ward Staff, Medical Secretaries), negotiating changes to procedures as appropriate, in order to promote good working relationships, and a seamless service for the patients.
Policies and Procedures: Maintain policies, procedures and documentation to support the ongoing compliance of the BSI accreditation for the UHN Medical Records departments. Ensure the Trusts Retention and Destruction processes are regularly updated and strictly adhered to in line with the Records Management Code of Practice 2023. Be responsible for the destruction certificates for all destroyed medical records
Take an active role in the relevant governance groups providing activity statistics and strategic planning advice to these groups with regard to the Medical Records Service and the structure and content of the healthcare record. Facilitate change and ensure that all service improvements are sustainable in order to allow continued management and integration into the mainstream. Undertake work-based audits and surveys within the Medical Records departments and with the clinical and administrative customers for use in strategic planning and development of the service as well as the maintenance of the departments UHN BSI accreditation. Maintain knowledge of the BSI 10008 standard and act as the subject expert for the Medical Records departments. Understand, create and manage audit trails on Trust clinical systems in order to assist staff with all aspects of the medical records service. Understand and be prepared to implement the Major Incident Procedure, participate in any training and contribute to the Medical Records role. Ensure a Healthy and safe environment exists in the department at all times. Any other adhoc duties as reasonably requested by the Records Management Team Leader.
Roles and Responsibilities Frequent Scanners, screens and computer use is required for this post for periods of up to 3 to 4 hours at a time in order to produce complex reports and analysis to support decision-making. Concentration will be required on a wide variety of issues throughout the day. The post holder will frequently have to adapt to changing priorities and re-focus the work of self and others on new priority areas that may require urgent action. The post holder will participate in and, occasionally, facilitate meetings, which require concentration on a wide range of topics, with a variety of audiences and mixtures of attendees. There will also be a requirement to present complex information at meetings which will require the individual to have concentration for a sustained period of time to ensure that there is active engagement in the subject matter at hand. The post holder will also be expected to deal positively and promptly with staff concerns and personal problems, challenge staff on any inappropriate behaviours or poor performance and investigate and deal with complaints as required. Exposure to unpleasant working conditions or hazards is rare. Office conditions with regular requirement to travel. Attend both sites, Kettering General Hospital and Northampton General Hospital and other sites across UHN when required in order to facilitate and manage the University Hospitals of Northamptonshire Medical Records departments
Job description
Job responsibilities
Key Deliverables: Ensure the day to day delivery of an efficient, timely Medical Records Service that meets the organisations requirements, supporting the team to ensure that services provided across Medical Records are effective, meet the clinical and business needs of the Group and represent best value for money. Deputise for the Records Management Team Leader as required and provide cover for the other Medical Records Adviser at times of absence Act without reference to a manager where appropriate using strong self-motivational skills and the ability to switch tasks frequently. Manage the processing, updating, storage, and retrieval of patient records ensuring that Trust and Statutory guidelines, including GDPR, are strictly adhered to.
Be the subject matter expert on BSI 10008 accreditation to support the Records Management Team Leader at a high level with regards to achieving and maintaining the BSI 10008 accreditation for the University Hospitals of Northamptonshire. Reduce the Trusts reliability on the paper Medical Records in compliance with BSI standard 10008. Ensure that the Medical Records departments are staffed according to the organisations requirements co-ordinating annual leave and maintaining an accurate record of attendance on the Trusts rostering system. Contribute to development of an electronic medical patient record, this may include facilitating complex working groups with clinicians, patients and other external organisations and stakeholders to clearly identify requirements and negotiate consensus, and preparation of appropriate business cases. Contribute to business change and training strategies to support movement to electronic first. Dealing with contentious issues, negotiating and persuading senior clinicians to support and utilise electronic solutions. Support the Head of Records Management and Records Management Team Leader to facilitate the management of the University Hospitals of Northamptonshire Medical Records service Ensure ongoing maintenance of the Trusts Electronic Document Management System (EDMS) including document taxonomy Ensure requests for updates to patient demographics on Trust clinical systems are actioned appropriately by Medical Records staff Champion and role model the Groups values and behaviours and support others in doing so to deliver the Group Vision and Mission successfully
Technical Service Delivery: Investigate complex situations within the Medical Records departments, in particular with regard to the scanning and electronic storage of Medical Records as well as non-conformities of the departments BSI accreditation and report findings to Directorate Managers and the relevant Trust Governance Groups. Ensure all health records handled are kept in good condition Ensure that the medical records storage areas are maintained in a tidy and workable condition, reporting and monitoring lighting and equipment problems as appropriate to the Estates Department. Ensure accurate recording of the medical records procedures and the risk issues surrounding the scanning of records, evaluating risk forms and contributing to strategic measures to minimise errors. Maintain the security of the Medical Records departments and ensure patient confidentiality at all times, and ensure that the intercom system and bleep are responded to as required. Provide internal advice and guidance on the Trusts other offsite storage contracts. Support the Records Management Team Leader with the management of offsite storage contracts to facilitate the reduction of offsite storage Monitor reliability and maintain the equipment within the Medical Records departments, liaising with maintenance contractors and IT as necessary keeping the Records Management Team Leader informed. Maintain skills and knowledge of the archiving and filing team. Complete relevant BSI courses.
Gain and maintain basic HR knowledge required for the role. Attend other training courses relevant to the role
Leadership: Recruit, motivate and manage staff employed in the Medical Records departments including the identification of candidates and managing the recruitment journey through Trac. Deputise for Records Management Team Leader as required. Provide cover for the other Medical Records Adviser at times of absence. Manage the Medical Records Administrators ensuring key Medical Records functions are delivered. Manage workforce planning for the Medical Records Clerks to ensure an accurate and timely service to the departments and wider Trust. Be the Medical Records departments lead for managing the Trusts offsite storage facility. Work with the Records Management Team Leader to ensure the appropriate retention criteria is applied to all medical records Take responsibility for the ordering of stationary and consumables for the Medical Records departments. Contribute to the management of the departments budgets. Provide a supportive environment for staff within the Medical Records departments and ensure appropriate training, development and succession planning. Be the point of escalation for the Medical Records Administrators for all general staffing and work related issues Deal with performance, sickness and absence, return to work interviews, appraisal, one to ones, risk assessments and general staffing issues and escalate to the Records Management Team Leader where appropriate Manage and plan the service with agreed human resources.
Communication: Using vital communication, customer service and interpersonal skills, promote good relations with Wards, Departments and Consultant secretaries to whom records services are provided. Liaise with high level senior members of staff during emotionally charged situations. Maintain effective communication with all key staff groups and patients, promoting awareness of medical records policies and procedures. Arrange and contribute to regular meetings with other staff groups throughout the trust (e.g. Ward Staff, Medical Secretaries), negotiating changes to procedures as appropriate, in order to promote good working relationships, and a seamless service for the patients.
Policies and Procedures: Maintain policies, procedures and documentation to support the ongoing compliance of the BSI accreditation for the UHN Medical Records departments. Ensure the Trusts Retention and Destruction processes are regularly updated and strictly adhered to in line with the Records Management Code of Practice 2023. Be responsible for the destruction certificates for all destroyed medical records
Take an active role in the relevant governance groups providing activity statistics and strategic planning advice to these groups with regard to the Medical Records Service and the structure and content of the healthcare record. Facilitate change and ensure that all service improvements are sustainable in order to allow continued management and integration into the mainstream. Undertake work-based audits and surveys within the Medical Records departments and with the clinical and administrative customers for use in strategic planning and development of the service as well as the maintenance of the departments UHN BSI accreditation. Maintain knowledge of the BSI 10008 standard and act as the subject expert for the Medical Records departments. Understand, create and manage audit trails on Trust clinical systems in order to assist staff with all aspects of the medical records service. Understand and be prepared to implement the Major Incident Procedure, participate in any training and contribute to the Medical Records role. Ensure a Healthy and safe environment exists in the department at all times. Any other adhoc duties as reasonably requested by the Records Management Team Leader.
Roles and Responsibilities Frequent Scanners, screens and computer use is required for this post for periods of up to 3 to 4 hours at a time in order to produce complex reports and analysis to support decision-making. Concentration will be required on a wide variety of issues throughout the day. The post holder will frequently have to adapt to changing priorities and re-focus the work of self and others on new priority areas that may require urgent action. The post holder will participate in and, occasionally, facilitate meetings, which require concentration on a wide range of topics, with a variety of audiences and mixtures of attendees. There will also be a requirement to present complex information at meetings which will require the individual to have concentration for a sustained period of time to ensure that there is active engagement in the subject matter at hand. The post holder will also be expected to deal positively and promptly with staff concerns and personal problems, challenge staff on any inappropriate behaviours or poor performance and investigate and deal with complaints as required. Exposure to unpleasant working conditions or hazards is rare. Office conditions with regular requirement to travel. Attend both sites, Kettering General Hospital and Northampton General Hospital and other sites across UHN when required in order to facilitate and manage the University Hospitals of Northamptonshire Medical Records departments
Person Specification
Education, Training, Qualifications
Essential
- Educated to Degree education or equivalent level or equivalent experience delivering Medical Records services
- Sufficient knowledge of the provision of health services
- Evidence of continuous personal and professional development.
Desirable
- Demonstrable understanding of clinical workflows relevant to EPR in NHS setting.
- Project Management qualification, such as PRINCE II or experience of using structured project methodology
Knowledge and Experience
Essential
- Excellent knowledge and understanding of BSI accreditation for Medical Records and GDPR
- Proven experience of leading a Medical Records team in a large organisation with complex record management requirements.
- Experience of complex digital/IT clinical systems change/project management while also developing and maintaining high standards of quality
- Knowledge of NHS/Government policies, strategies and organisational relationships in relation to Medical Records, to be able to advise stakeholders and develop proposals for the service area
- Excellent understanding of the Records Management Code of Practice 2023
Desirable
- Knowledge of clinical risk management policies and processes
- Knowledge of digital healthcare standards and NHS datasets and their relationship to coding, finance and commissioning
Skills
Essential
- Good verbal and written communication and presentation skills suitable for a range of audiences
- Able to clearly manage priorities for self and contribute to those of team in order to meet targets
- Have experience of contributing to supporting an organisational wide Medical Records management system
- Proficiency in the use of IT tools, particularly Microsoft Office including Outlook and Teams.
- Ability to undertake a wide range audits and create reports and action plans based on the findings
Person Specification
Education, Training, Qualifications
Essential
- Educated to Degree education or equivalent level or equivalent experience delivering Medical Records services
- Sufficient knowledge of the provision of health services
- Evidence of continuous personal and professional development.
Desirable
- Demonstrable understanding of clinical workflows relevant to EPR in NHS setting.
- Project Management qualification, such as PRINCE II or experience of using structured project methodology
Knowledge and Experience
Essential
- Excellent knowledge and understanding of BSI accreditation for Medical Records and GDPR
- Proven experience of leading a Medical Records team in a large organisation with complex record management requirements.
- Experience of complex digital/IT clinical systems change/project management while also developing and maintaining high standards of quality
- Knowledge of NHS/Government policies, strategies and organisational relationships in relation to Medical Records, to be able to advise stakeholders and develop proposals for the service area
- Excellent understanding of the Records Management Code of Practice 2023
Desirable
- Knowledge of clinical risk management policies and processes
- Knowledge of digital healthcare standards and NHS datasets and their relationship to coding, finance and commissioning
Skills
Essential
- Good verbal and written communication and presentation skills suitable for a range of audiences
- Able to clearly manage priorities for self and contribute to those of team in order to meet targets
- Have experience of contributing to supporting an organisational wide Medical Records management system
- Proficiency in the use of IT tools, particularly Microsoft Office including Outlook and Teams.
- Ability to undertake a wide range audits and create reports and action plans based on the findings
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).
.jpg){kind=logo}
