Health Records Data Lead

Job description

Job responsibilities

Responsible for ensuring patient administration systems are validated and updated in relation to patient information ensuring accuracy and that procedures are followed.

Manage and rectify digital patient records such as moving images and duplicate patient records that have been identified as being incorrectly named or filed within the EDMS and other electronic patient record systems, including the removal or relocation of scanned documentation.

Lead the provision of digital copies of patient records for specific user groups and organisations, responding to requests from eligible third-party organisations ensuring that the appropriate Data Protection requirements are robustly applied.

Review the duplicates report and any email requests to determine whether records are genuine duplicate patient registrations and provide reports identifying potential duplicate registrations in the Patient Administration System (PAS).

Manage and analyse potential duplicate registrations identified by users, taking appropriate action to merge records in Oasis PAS and combine any scanned records into the respective master patient record.

Manage requests for records stored off-site so that they can be retrieved and scanned to enable records to be provided electronically, ensuring that records are updated and maintained.

Export the electronic records requested and encrypt the information in line with the Trust policies.

Log calls and liaise with the Trusts systems team and the external supplier in the event of system failure, providing the necessary intervention, open line of communication in the event of users being unable to access Evolve.

Assist in the provision of investigative analysis DATIX incidents, liaising with service users to identify and investigate root causes.

Co-ordinate the recurring management and implementation of a rolling programme of destruction to ensure records are managed in line with Trust policy.

Planning and Organisational Duties

Ability to plan and organise own workload whilst assisting colleagues to meet the departmental needs of the service regarding the timely response of all Health Records requests and other associated service requirements.

Demonstrate an understanding of the working practices across the portfolio.

To keep up to date with new developments and service changes in relation to Health Records, Data Protection, Caldecott and Health Records Management as part of an individual development plan.

The post holder will need to make judgments involving a range of facts or situations which require analysis or comparison of a range of options. There will be a significant requirement to validate and check the data quality of the work produced and to present any issues back to the department for correction.

Financial and Physical Resources

Responsible for the safe use and maintenance of the equipment used by the Health Records team to support disclosures.

Human Resources

Responsible for providing training to Trust staff in the use of Trust systems to support efficient and compliant practices to enable the disclosure and management of records. The post holder requires technical knowledge of complex systems and knowledge of the legislative framework.

Research and Development

Manage a recurring audit programme of the Trusts health records, including off-site storage and electronic systems to ensure the Trust remains compliant with mandated standards and collate relevant reports for the Health Records Group.

The post holder will work with clinical teams to audit patient records to support quality of record keeping and produce reports relating to health records tracking and filing.

Communications and Key Working Relationships

To work closely with staff throughout the Trust to support improvements in the content and storage of Health Records, providing advice as necessary.

Maintain daily contact with colleagues working within the team to ensure priorities are met and targets achieved.

Develop excellent working relationships with key stakeholders.

To support risk assessments and effectively taking care to include others that may be affected by their actions and actively report all incidents via DATIX in a timely and accurate manner.

Identify opportunities for system development.

Person Specification

Qualifications

Essential

• Graduate or equivalent level acquired by experience.

Experience

Essential

• Experience of assisting with service delivery.
• Experience of assisting with change & improvement programmes.
• Demonstrable experience in NHS records or Informatics function.
• Data extraction, analysis, manipulation & reporting experience.

Knowledge and skills

Essential

• Organisational, time management and delegation.
• Commitment to making service performance improvements.
• Excellent verbal, written & presentation skills.
• Advanced IT & analytical skills.
• Ability to develop & maintain effective working relationships.
• Health Records/Data Quality Management Policies and Procedures.
• Ability to use own initiative, organise workload.
• Knowledge of PAS, Evolve, Meridio, Patient First, NHS Spine Portal.
• Ability to produce written reports or publications with
• summary statistics
• and commentary.
• Ability to relate to staff of all disciplines & seniority & build creditability with a range of professionals.
• Self-motivated, hard-working & professional.
• Ability to prioritise workload & effectively manage competing demands.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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