Job summary
To be an integral member of the Medical Records Department; to provide a first-class library, clinic preparation, and scanning service ensuring that:
Patient healthcare records are sorted, filed, and requested from the library, and dealt with in an appropriate manner and to agreed standards,
- Patient healthcare records are retrieved, prepared and dispatched to high quality standards
- All inbound clinic letters for private patients are uploaded to patient record via Hybrid Mail
- Patient Healthcare Records tracked and dealt with in an appropriate manner and to agreed standards
Main duties of the job
- Accurately and comprehensively record patient demographic and details on the Patient Administration System (PAS).
- Ensure that patient healthcare records are pulled and despatched in a timely manner for outpatient clinics and elective episodes, and other departments including Legal Services and Clinical Audits. Healthcare records are pulled according to the Trust policies and procedures, highlighting any problems to the Team Leader.
- Ensure patient healthcare records received or despatched are entered onto the tracking system on PAS.
- Accurately and comprehensively prepare healthcare records for clinics; investigate and locate missing healthcare records, GP referral letters. Create electronic healthcare records for all new patients to the trust.
- To facilitate the movement and confidentiality of healthcare records between various areas of the Trust as necessary, ensuring the safe use of trolleys and cages etc. during transportation of those healthcare records.
- To be efficient in forward and back scanning of patient healthcare records, including tracking, preparation, scanning, and uplifting with excellent attention to detail and to a high standing and in accordance to Trust policy.
- To provide administrative support or assist out-side your specific area of responsibility for any Health Records Department core services when requested by line managers and the Trust Healthcare Records Manager.
About us
Maidstone and Tunbridge Wells NHS Trust ranks among the top 10 NHS Trusts nationwide and was named the second-best Trust to work for in the South East in the 2023 NHS Staff Survey.
We are a large acute hospital trust in south-east England, providing general hospital services and specialist care to around 600,000 residents in West Kent and East Sussex. With a dedicated and diverse team of over 8,000 staff we are proud to offer specialised cancer services to over two million people through the Kent Oncology Centre.
Fordcombe Hospital, near Tunbridge Wells, became part of the Trust in October 2024. Specialising in planned care, it offers two operating theatres, 28 inpatient and day-care beds, diagnostic services (X-ray, MRI, CT, and endoscopy), and consultation/treatment rooms.
Looking for flexible working?We are a flexible working-friendly organisation. Whether it's adjusting your hours or exploring other flexible arrangements, we want to work with you to find the best solution for you, our patients, and the Trust. Talk to us about how we can accommodate your working needs.
Joining us includes a comprehensive benefits package:
- At least 27 days of annual leave plus public/bank holidays (pro-rata for part-time staff).
- Membership in the NHS Pension Scheme, with a 20.6% employer contribution and life assurance benefits
- Blue Light card eligibility
- And more, additional benefits can be found in the benefits documents below
Job description
Job responsibilities
Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions.
Following your Corporate Induction you will be expected to attend the Trusts 2-week Induction Programme for RNs, NAs, RMs, ODPs and Paramedics. The programme is full-time (please emailmtw-tr.professionalstandards@nhs.netif this is problematic) and will involve travel to both Trust sites. The programme includes supernumerary shifts in the clinical area, classroom-based sessions and e-learning.
Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check atEnhanced Level. (Enhanced level now includes regulated checks against vulnerable adults and children)
At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work.
We support our staff with disabilities to ensure they have the adjustments they need to be the best they can be in the workplace. Collaborating with Access to Work means that our staff are assessed by experts in the workplace and we ensure that their recommendations are implemented as quickly as possible. You can find out more here: Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk)
Interview Date: To be confirmed
Please note that this role may often attract a high level of applications. Please note this role may close earlier than the original closing date so please ensure you submit your application as soon as possible
Job description
Job responsibilities
Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions.
Following your Corporate Induction you will be expected to attend the Trusts 2-week Induction Programme for RNs, NAs, RMs, ODPs and Paramedics. The programme is full-time (please emailmtw-tr.professionalstandards@nhs.netif this is problematic) and will involve travel to both Trust sites. The programme includes supernumerary shifts in the clinical area, classroom-based sessions and e-learning.
Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check atEnhanced Level. (Enhanced level now includes regulated checks against vulnerable adults and children)
At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work.
We support our staff with disabilities to ensure they have the adjustments they need to be the best they can be in the workplace. Collaborating with Access to Work means that our staff are assessed by experts in the workplace and we ensure that their recommendations are implemented as quickly as possible. You can find out more here: Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk)
Interview Date: To be confirmed
Please note that this role may often attract a high level of applications. Please note this role may close earlier than the original closing date so please ensure you submit your application as soon as possible
Person Specification
Qualifications
Essential
- oGood standard of general education to GCSE Standard, English & Maths or equivalent
Desirable
- oQualification at NVQ Level 2 customer services or administration, or equivalent experience
Experience
Essential
- Experience in record keeping / data entry
- Knowledge of Data Protection Act 2018
- Experience of working as part of a team or own initiative.
Desirable
- Reception experience
- NHS administration experience
- oKnowledge of range of patient administration system and healthcare records procedures, acquired through experience
Person Specification
Qualifications
Essential
- oGood standard of general education to GCSE Standard, English & Maths or equivalent
Desirable
- oQualification at NVQ Level 2 customer services or administration, or equivalent experience
Experience
Essential
- Experience in record keeping / data entry
- Knowledge of Data Protection Act 2018
- Experience of working as part of a team or own initiative.
Desirable
- Reception experience
- NHS administration experience
- oKnowledge of range of patient administration system and healthcare records procedures, acquired through experience
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.
