Gloucestershire Hospitals NHS Foundation Trust

Health Records Library Clerk - Band 2

This job is now closed

Job summary

An exciting opportunity has arisen to join our friendly team of Health Records Clerks within Gloucester Royal Hospital.

We are looking for a motivated team player who wants to make a difference in support of patient care.

You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and filed within required times. This is a physical job within a secure confidential records store, where you will be handling patients' health records as well as updating their location on the dedicated records tracking system.

You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment.

The successful candidate will be motivated to positively impact on patient care by ensuring records are available when and where they are required.

Previous applicants need not apply.

Main duties of the job

The main duties of the post include the retrieval of health records from the health records library, use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to community hospitals, wards and clinical areas as well as to file returned health records within the Library.

The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

You will be based at Gloucester Royal Hospital site but will be required to be flexible during busy periods and work across site if required.

The Health Records Library routine hours are 08:00 to 20:00, Monday to Friday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.

The post holder will be required to work the 12:00 - 20:00 evening shift (4 days per week Monday to Friday ,with a day off in the week)with some opportunity for occasional ad hoc rotation into the day for training you should be prepared to join a rota to cover weekends. The frequency of weekend cover is open to negotiation ,but will commence with every other weekend.

About us

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Date posted

25 August 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

318-23-R11491-B

Job locations

Gloucestershire Royal

Great Western Road

Gloucester

GL1 3NN

Job description

Job responsibilities

- Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage.

- When required Retrieve and request all case notes for TIA and Oral casualty appointments.

- Access, print and work from record request lists managed as part of electronic patient administration system (PAS) Trak Care.

- When required process deceased case notes ready for collection from off-site storage contractors.

- Request records to be returned to site from off site storage using external companys web based electronic tracking system when required.

- Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.

- Assist in locating case notes that have been miss filed with in the Health records Library.

- From printed and electronic record request lists, retrieve records from the library for clinic prep using the Case note tracking function of Trak Care to identify location of all health records. Work / liaise with admin and clerical staff across the trust to assist in the location and retrieval of records in time to support patient care allowing time for transportation and delivery.

- Sort returning files and return them to file accurately in the correct location within the health records library

- Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to wards, clinics and other departments. Sort deliveries of boxes/bags that are received in Health records for other areas.

- Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, add current year sticker to records for all episodes of care.

- Repair or replace case note folders which require maintenance when required.

- Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.

- Split records into volumes, when they have become too large, following trust procedure.

- Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 2018.

- Using the case note tracking function of Trak Care to ensure all records are correctly traced enabling the current location of the record to be available to all health records users within the Health Community.

- Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, Data Protection Act 2018, UK GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.

Person specification / Role requirements

- Good general education to include GCSEs grade C in English and Maths or equivalent. NVQ level 3 or equivalent experience.

- Confidence in using standard windows based IT applications, training will be given to ensure proficient use of the patient administration and health records tracking functions of the hospital computer system (TrakCare). Previous related experience would be an advantage.

- Good interpersonal and communication skills

- Good time management skills including ability to work to set deadlines for own work load

- A good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust.

- Ability to work flexibly, calmly, quickly and accurately under pressure