Gloucestershire Hospitals NHS Foundation Trust

Clinic Preparation Clerk, Band 2

Information:

This job is now closed

Job summary

An exciting opportunity has arisen to join our friendly team of Health Records Clinic Prep Clerks within Cheltenham general 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 prepared within required times. This is a physical job where you will be handling patient's 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.

Main duties of the job

The main duties of the post include the preparation of paper patient health records for forthcoming outpatient attendances. This includes coordinating the records return from other departments to ensure that they are available to support clinical care. The use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to clinics and responding to urgent requests for records held within the department.

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

The Clinic Prep team's routine hours are 08:30 to 16:30, Monday to Friday, with the possibility of occasionally being required to cover weekends should the need arise.

About us

Health Records is in the Corporate Division and is part of the IM&T team. As a Trust, we are on a digital transformation journey and have procured an EPR that we will evolve to become the one place clinicians access all ofthe information they need about patients to make timely and evidence-based decisions.

Currently a large proportion of a patient's record is still held in the patient's paper record managed by the health records team.The department has a Health Records Library and Clinic Preparation team on each of our sites at CGH and GRH.The team has a strong emphasis on supporting patient care. Providing information to clinicians where and when needed.

Details

Date posted

12 September 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-R11664-A

Job locations

Cheltenham General Hospital

Cheltenham

GL53 7AN


Job description

Job responsibilities

- Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required in order to facilitate the smooth running of the clinic.

- From printed and electronic clinic request lists, using the Case note tracking function of TrakCare to identify location of all health records. Work / liaise with Health Records Clerks to retrieve health record files from Library. Monitor requests for all off-site health records and those in use in other departments, allowing time for transportation and delivery.

- 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 clinics.

- 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 outpatient episodes.

- 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 UK GDPR and the Data Protection Act 2018.

- Using the case note tracking function of TrakCare 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.

- Undertake any other clerical duties as required, including collecting from and delivering records to departments across the hospital site, photocopying, sending and receiving emails to and from other departments and hospitals to support patient care in accordance with the Health Records Operational Policy, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department.

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

Job description

Job responsibilities

- Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required in order to facilitate the smooth running of the clinic.

- From printed and electronic clinic request lists, using the Case note tracking function of TrakCare to identify location of all health records. Work / liaise with Health Records Clerks to retrieve health record files from Library. Monitor requests for all off-site health records and those in use in other departments, allowing time for transportation and delivery.

- 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 clinics.

- 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 outpatient episodes.

- 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 UK GDPR and the Data Protection Act 2018.

- Using the case note tracking function of TrakCare 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.

- Undertake any other clerical duties as required, including collecting from and delivering records to departments across the hospital site, photocopying, sending and receiving emails to and from other departments and hospitals to support patient care in accordance with the Health Records Operational Policy, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department.

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

Person Specification

Qualifications

Essential

  • Educated to GCE/GCSE standard English and Maths or equivalent.

Desirable

  • NVQ level 3 or equivalent experience.

Experience

Essential

  • Confidence in using basic windows based IT applications.

Desirable

  • Training will be given to ensure proficient use of the patient administration and health records tracking functions of the Patient administration system (PAS) TrakCare. Previous related experience would be an advantage.

Knowledge/ Skills

Essential

  • Good Keyboard skills.
  • Good interpersonal and communication skills
  • Proficient in the use of Internet and E-mail
  • Good time management skills including ability to work to set deadlines, calmly, quickly and accurately
  • Good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust
Person Specification

Qualifications

Essential

  • Educated to GCE/GCSE standard English and Maths or equivalent.

Desirable

  • NVQ level 3 or equivalent experience.

Experience

Essential

  • Confidence in using basic windows based IT applications.

Desirable

  • Training will be given to ensure proficient use of the patient administration and health records tracking functions of the Patient administration system (PAS) TrakCare. Previous related experience would be an advantage.

Knowledge/ Skills

Essential

  • Good Keyboard skills.
  • Good interpersonal and communication skills
  • Proficient in the use of Internet and E-mail
  • Good time management skills including ability to work to set deadlines, calmly, quickly and accurately
  • Good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN


Employer's website

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

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN


Employer's website

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

Employer contact details

For questions about the job, contact:

Assistant Health Records Manager

Fiona Adams

f.adams@nhs.net

03004222377

Details

Date posted

12 September 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-R11664-A

Job locations

Cheltenham General Hospital

Cheltenham

GL53 7AN


Supporting documents

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