Job summary
Medical Records Library Department - 12 month fixed term post.
Mon & Tue 09.00-17.00 15 hours.
Are you looking for a physical challenge where you can make a difference for our patients? If so this role may be a perfect opportunity for you.
Mid Cheshire Hospitals NHS Foundation Trust has a clear vision: "To deliver excellence in healthcare through innovation and collaboration". The Medical Records department forms part of the Diagnostics and Clinical Support Services Division.
We are looking for an enthusiastic and self-motivated Band 2 Clerical Officer to join our busy Medical Records Library Department at Leighton Hospital. The post holder will provide general administrative duties alongside being responsible for storage, retrieval and management of patient health records.
We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Good IT skills as well as a keen eye for detail and ability to multitask are skills that are vital in this busy role.
Main duties of the job
The Medical Records Library provides health records for the clinical teams with approximately 23,000 patient records requested on a monthly basis and 29,000 returned to the Library in the same time frame.
This is an extremely busy department which works 24 hours a day, 7 days a week across 365 days per year. Shift working is an essential part of this role and the successful candidates will be expected to work flexibly as and when required, to cover the patient demand. The initial shift pattern for this vacancy is Monday & Tuesday 9am-5pm
To manage health records effectively, the successful candidate will be required to retrieve, file and archive individual patient records. At times patient demographic updates will be requested and the successful candidate will be expected to communicate with a wide range of professionals within the Trust and across the health economy.
The role involves a significant amount of repetition; therefore it is essential for the right candidate to demonstrate attention to detail over a prolonged period of time. A positive attitude to problem solving is required.
Health records are currently paper based at the Trust, however over the next few years there is a drive towards the introduction of electronic patient records. The successful candidate will be an integral part of this service transformation.
About us
Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond.
The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.
We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.
The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.
During the Coronavirus pandemic, the Trust was recognised nationally for its 'Be Safe Be EquiPPEd' campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE.
At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.
Job description
Job responsibilities
The teams within Medical Records provide the following functions:
- Appointments responsible for booking outpatient appointments, managing waiting lists and liaising directly with patients or carers. This role is desk based.
- Reception welcoming patients to the hospital, reviewing key patient information is entered accurately within the patient administration system and confirming attendance/rescheduling urgent follow-up appointments. This role is desk based.
- Call Centre a central contact centre that manage telephone queries from patients/ carers and requests to rebook appointments. This role is desk based.
- Library responsible for storage, retrieval and management of patient health records. This role can be physically demanding.
Successful applicants will need to demonstrate:
-
- Excellent communication skills
- Customer service experience
- Computer literacy
- Self- motivation
- Good organisational skills
- Ability to pay attention to detail
If you are the successful candidate, you will be expected to provide a professional service for our patients, ensuring confidentiality at all times. The department are continuously looking to improve the service offered and all members of the team are encouraged to suggest new ideas and ways of working.
At times of high patient demand, there may be a need to work flexibly across different teams within the department.
Job description
Job responsibilities
The teams within Medical Records provide the following functions:
- Appointments responsible for booking outpatient appointments, managing waiting lists and liaising directly with patients or carers. This role is desk based.
- Reception welcoming patients to the hospital, reviewing key patient information is entered accurately within the patient administration system and confirming attendance/rescheduling urgent follow-up appointments. This role is desk based.
- Call Centre a central contact centre that manage telephone queries from patients/ carers and requests to rebook appointments. This role is desk based.
- Library responsible for storage, retrieval and management of patient health records. This role can be physically demanding.
Successful applicants will need to demonstrate:
-
- Excellent communication skills
- Customer service experience
- Computer literacy
- Self- motivation
- Good organisational skills
- Ability to pay attention to detail
If you are the successful candidate, you will be expected to provide a professional service for our patients, ensuring confidentiality at all times. The department are continuously looking to improve the service offered and all members of the team are encouraged to suggest new ideas and ways of working.
At times of high patient demand, there may be a need to work flexibly across different teams within the department.
Person Specification
Qualifications
Essential
- GCSE Maths and English (grade C or above), or equivalent qualifications. Or Successful completion of the rotational apprenticeship scheme within Health Records/Outpatients.
- Awareness of the need for confidentiality in accordance with Data Protection Act and national/local guidelines
Desirable
- Knowledge of Trust systems: PCS, Somerset, NHS e-Referral Service, Bookwise, Envoy.
- European Computer Driving Licence
Skills
Essential
- Ability to communicate well verbally and in writing.
- Effective customer service skills
- Patient centred, adaptable, willing to change and suggest ideas for improvement
- Ability to work as part of a team and under own supervision
- Ability to work under pressure in a methodical and logical manner
Desirable
- Ability to solve problems & make decisions under pressure.
Experience
Essential
- Customer Service training/experience
- Proficient use of Microsoft office
Person Specification
Qualifications
Essential
- GCSE Maths and English (grade C or above), or equivalent qualifications. Or Successful completion of the rotational apprenticeship scheme within Health Records/Outpatients.
- Awareness of the need for confidentiality in accordance with Data Protection Act and national/local guidelines
Desirable
- Knowledge of Trust systems: PCS, Somerset, NHS e-Referral Service, Bookwise, Envoy.
- European Computer Driving Licence
Skills
Essential
- Ability to communicate well verbally and in writing.
- Effective customer service skills
- Patient centred, adaptable, willing to change and suggest ideas for improvement
- Ability to work as part of a team and under own supervision
- Ability to work under pressure in a methodical and logical manner
Desirable
- Ability to solve problems & make decisions under pressure.
Experience
Essential
- Customer Service training/experience
- Proficient use of Microsoft office
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).
Employer details
Employer name
Mid Cheshire Hospitals NHS Foundation Trust
Address
Leighton Hospital Mid Cheshire Foundation Trsut
Middlewich Road
Crewe
CW1 4QJ
Employer's website
https://www.mcht.nhs.uk/ (Opens in a new tab)
