Job summary
The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records.
The post will be 37.5 hours Monday to Friday 8am - 4pm or 9am-5pm.
We securely store approx. 1.7 million volumes of patients records in 7 libraries on the three trust sites.
The post give the post holder the opportunity to liaise with multiple areas, departments and personnel.
By ensuring patients' casenotes are available, the service we provide plays an crucial part of patient care.
All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality whilst upholding the Trusts WE CARE values.
Main duties of the job
- Ensuring patients casenotes are available at the point of care.
- Pull and file medical records, using Terminal Digit Filing and location based filing systems; record casenote transfers on iFIT.
- Responsible for locating, preparing (to a required standard) and delivering of casenotes for outpatient clinics according to departmental guidelines.
- Merge and amalgamate casenotes to ensure the correct/relevant volume is available at the point of care.
- Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.
- Responsible for ensuring casenotes are tagged and associated correctly and correcting any errors.
- Have involvement towards the culling of casenotes in line with the Retention Policy.
About us
You will join a large, reactive, hardworking team that thrives on providing an excellent support service in respect of patient care.
You will benefit from a flexible working pattern, working alongside likeminded people who strive to make each day an enjoyable experience.
Due to the nature of the work and the volume of records required to be processed this can sometimes be a challenging environment and physically demanding.
The teams are involved by the use of Visual Staff Boards in any major changes to work processes.
The management and supervisors are hands on operational team who maintain openness and transparency.
Job description
Job responsibilities
Please look at the job description and person specification attached for full details:
The Medical Records Department provides comprehensive clerical support to the hospital in all aspects of the Medical Records Service.
Ensuring patients casenotes are available at the point of care.
All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality.
Register new attenders on the Patient Administration System (CaMIS) and prepare new sets of casenotes.
Handle internal and external telephone calls to the department in a professional and helpful manner.
Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.
Pull and file medical records, using Terminal Digit Filing and location based filing systems; record case note transfers on iFIT.
Responsible for locating, preparing (to a required standard) and delivering casenotes for outpatient clinics according to departmental guidelines.
Ensuring patients casenotes are available at the point of care.
Restructure and repair casenotes in the approved order of filing.
Job description
Job responsibilities
Please look at the job description and person specification attached for full details:
The Medical Records Department provides comprehensive clerical support to the hospital in all aspects of the Medical Records Service.
Ensuring patients casenotes are available at the point of care.
All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality.
Register new attenders on the Patient Administration System (CaMIS) and prepare new sets of casenotes.
Handle internal and external telephone calls to the department in a professional and helpful manner.
Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.
Pull and file medical records, using Terminal Digit Filing and location based filing systems; record case note transfers on iFIT.
Responsible for locating, preparing (to a required standard) and delivering casenotes for outpatient clinics according to departmental guidelines.
Ensuring patients casenotes are available at the point of care.
Restructure and repair casenotes in the approved order of filing.
Person Specification
Qualifications
Essential
- GCSE (O level) English & Maths or equivalent
Desirable
- RSA 1 keyboard skills or equivalent ICT skills or experience
Experience
Essential
- Clerical experience of filing systems, data input and organisation of work load
Desirable
- Clerical experience in a healthcare environment
- Experience of working with Patient Administration Systems
- Manual Handling skills
Interpersonal Skills
Essential
- To observe Trust Policies on handling confidential information
- Ability to work as part of a team
- Ability to communicate confidently and effectively with all grades of staff, patients and public
Organisational Skills/Experience
Essential
- Demonstrate accuracy and attention to detail
- Ability to work to deadlines
- Time Management
- Methodical Approach
- Flexibility to work the hours required by the post
Person Specification
Qualifications
Essential
- GCSE (O level) English & Maths or equivalent
Desirable
- RSA 1 keyboard skills or equivalent ICT skills or experience
Experience
Essential
- Clerical experience of filing systems, data input and organisation of work load
Desirable
- Clerical experience in a healthcare environment
- Experience of working with Patient Administration Systems
- Manual Handling skills
Interpersonal Skills
Essential
- To observe Trust Policies on handling confidential information
- Ability to work as part of a team
- Ability to communicate confidently and effectively with all grades of staff, patients and public
Organisational Skills/Experience
Essential
- Demonstrate accuracy and attention to detail
- Ability to work to deadlines
- Time Management
- Methodical Approach
- Flexibility to work the hours required by the post
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.
