Job summary
Retrival, tracking, preparation and delivery of casenotes to point of care ensuring records are fit for purpose, using the Trust's Patient Administration System.
Validation of Onsite casenotes.
Maintain Casenote Libraries (space utilisation).
Adherence to Trust's Service level agreement for Casenote compliance.
Adherence to GDPR, Information Governance, Data Protection and confidentiality.
Main duties of the job
The eHealth Records Department at North Middlesex University Hospital is looking to recruit an eHealth Records Clerk.
We are an expanding department looking to a digital future.
If you have the drive and ambition to be part of a forward progressive team we would love to hear from you!
We are looking for applicants who have:
- Careflow experience.
- Health Records or Scanning Bureau experience.
- A good level of IT literacy.
- A good level of numeracy and literacy ability.
- Excellent attention to detail.
- Good interpersonal skills.
- Good organisational and problem solving skills.
- The ability to concentrate for long periods of time.
- The ability to thrive in a target driven environment.
- The ability to work within a team as well as unsupervised.
Please note this post will be closed once a significant number of applications have been received.
About us
North Middlesex University Hospital NHS Trust is a medium sized District General Hospital based in Edmonton in Enfield, North London. We serve a diverse multicultural population largely from the London boroughs of Enfield and Haringey. Many of our patients live in wards that are within the 5% most deprived in the UK and a large proportion of our patients were born abroad. This makes it both a fascinating and a challenging hospital to work in.
Over the last decade we have rebuilt almost all of the hospital and now have facilities that we are proud to work in. We employ over 3,500 staff, more than half of whom live locally. We encourage apprenticeships from the local community and work closely with our local Health Watch.
We are primarily an emergency led hospital with more than 90% of our bed days being used for patients admitted via our emergency and ambulatory units. As well as offering everything you would expect from a major acute hospital we have a number of tertiary services treating patients with HIV and Sickle Cell Disease and a large cancer and radiotherapy service. We also run our local community Sexual Health Clinics.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Job description
Job responsibilities
DUTIES & RESPONSIBILITIES:
- Operate Careflow (the Trusts Patient Administration System (PAS) and any other computerised system introduced to the department, ensuring a high standard of data quality & integrity.
- Ensure that Careflow is updated with the current location of patient casenotes at all times in accordance with Trust procedures and protocols.
- Use Careflow (and other Trust systems) daily to locate casenotes, print patient lists and patient labels in a timely manner to ensure that patient casenotes are available and updated before an attendance.
- Follow departmental processes for the management of missing case notes, creation of temporary records, emergency retrieval of records and sending of records to other providers and Trust locations.
- Pull all patient casenotes types from the libraries, departments and wards within the hospital and request off site casenotes making them available for planned attendances, emergency admissions, clinical audits and general requests.
- Undertake the transport and delivery of casenotes around the hospital using appropriate equipment as required.
- Create new patient casenotes, including the necessary documentation.
- Ensure that duplicate patient casenotes are merged and that Careflow is updated accordingly.
- Effectively liaise with other eHealth Records staff and departments throughout the Trust as required.
- Ensure all records in a poor state of repair are restored or re-foldered and volumes are created as appropriate.
- Adhere to departmental processes for the management of missing case notes, creation of temporary casenotes, and the emergency retrieval casenotes from offsite storage.
- Deal promptly and efficiently with enquiries from patients, carers, staff, GPs and other Trusts. Escalating enquiry issues as appropriate.
- Undertake all work in accordance with the Trust and the Health Records department policies and procedures and all statutory requirements to ensure the provision of an accurate and consistent service..
- Carry out other duties within the range of the eHealth Records Department function as may be required from time to time to ensure the smooth running of the department.
Job description
Job responsibilities
DUTIES & RESPONSIBILITIES:
- Operate Careflow (the Trusts Patient Administration System (PAS) and any other computerised system introduced to the department, ensuring a high standard of data quality & integrity.
- Ensure that Careflow is updated with the current location of patient casenotes at all times in accordance with Trust procedures and protocols.
- Use Careflow (and other Trust systems) daily to locate casenotes, print patient lists and patient labels in a timely manner to ensure that patient casenotes are available and updated before an attendance.
- Follow departmental processes for the management of missing case notes, creation of temporary records, emergency retrieval of records and sending of records to other providers and Trust locations.
- Pull all patient casenotes types from the libraries, departments and wards within the hospital and request off site casenotes making them available for planned attendances, emergency admissions, clinical audits and general requests.
- Undertake the transport and delivery of casenotes around the hospital using appropriate equipment as required.
- Create new patient casenotes, including the necessary documentation.
- Ensure that duplicate patient casenotes are merged and that Careflow is updated accordingly.
- Effectively liaise with other eHealth Records staff and departments throughout the Trust as required.
- Ensure all records in a poor state of repair are restored or re-foldered and volumes are created as appropriate.
- Adhere to departmental processes for the management of missing case notes, creation of temporary casenotes, and the emergency retrieval casenotes from offsite storage.
- Deal promptly and efficiently with enquiries from patients, carers, staff, GPs and other Trusts. Escalating enquiry issues as appropriate.
- Undertake all work in accordance with the Trust and the Health Records department policies and procedures and all statutory requirements to ensure the provision of an accurate and consistent service..
- Carry out other duties within the range of the eHealth Records Department function as may be required from time to time to ensure the smooth running of the department.
Person Specification
Education and Qualifications
Essential
- GCSE or equivalent standard of education with emphasis on numeracy and literacy.
Desirable
Skills and Abilities
Essential
- Able to demonstrate own activities to new employees.
- Ability to process with documents that may hold sensitive, unpleasant and emotional material, both in text and image form e.g. photographs of surgical wound sites and procedures.
- Ability to effectively manage a diverse workload and meet deadlines.
- Ability to maintain confidentiality at all times.
- Ability to prioritise/organise own tasks or activities, on a daily basis (some of which may be on-going).
- Ability to sensitively handle difficult situations/staff issues.
- Ability to undertake prolonged concentration and maintain attention to detail.
- Ability to use a PC to perform a large part of the duties.
- Ability to work to tight deadlines under pressure.
- Able to cope with lifting, bending and manoeuvring of heavy loads in accordance to Trust guidelines.
- Able to follow Trust policies and procedures.
- Confident to raise issues and take on new working practices when necessary.
Desirable
- Problem solving.
- Previous experience of filing in numerical order.
Experience and Knowledge
Essential
- Good general computer knowledge.
- Previous NHS experience.
- Ability to effectively communicate clearly, orally and in writing with staff at all levels.
- Working to prescribed deadlines.
- Good knowledge of Microsoft packages such as: Outlook, Word, Excel.
Desirable
- Experience with Windows 7.
- PAS experience.
- Scanning Bureau experience.
- Health Records experience.
Personal Qualities
Essential
- Able to work well as part of a team and alone without
- Able to work under own initiative and adaptable to
Desirable
- Trust Values
- Demonstrable ability to meet Trust values.
Person Specification
Education and Qualifications
Essential
- GCSE or equivalent standard of education with emphasis on numeracy and literacy.
Desirable
Skills and Abilities
Essential
- Able to demonstrate own activities to new employees.
- Ability to process with documents that may hold sensitive, unpleasant and emotional material, both in text and image form e.g. photographs of surgical wound sites and procedures.
- Ability to effectively manage a diverse workload and meet deadlines.
- Ability to maintain confidentiality at all times.
- Ability to prioritise/organise own tasks or activities, on a daily basis (some of which may be on-going).
- Ability to sensitively handle difficult situations/staff issues.
- Ability to undertake prolonged concentration and maintain attention to detail.
- Ability to use a PC to perform a large part of the duties.
- Ability to work to tight deadlines under pressure.
- Able to cope with lifting, bending and manoeuvring of heavy loads in accordance to Trust guidelines.
- Able to follow Trust policies and procedures.
- Confident to raise issues and take on new working practices when necessary.
Desirable
- Problem solving.
- Previous experience of filing in numerical order.
Experience and Knowledge
Essential
- Good general computer knowledge.
- Previous NHS experience.
- Ability to effectively communicate clearly, orally and in writing with staff at all levels.
- Working to prescribed deadlines.
- Good knowledge of Microsoft packages such as: Outlook, Word, Excel.
Desirable
- Experience with Windows 7.
- PAS experience.
- Scanning Bureau experience.
- Health Records experience.
Personal Qualities
Essential
- Able to work well as part of a team and alone without
- Able to work under own initiative and adaptable to
Desirable
- Trust Values
- Demonstrable ability to meet Trust values.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
