Job summary
This Health Records Clerical Officer post supports a range of services within the Health Records Department through a flexible and responsive approach.
Key service areas include:
- Health Records Library and Scanning Bureau - Responsible for the secure storage, management, and retrieval of patient health records in support of the Trust's acute clinical services. This includes prepping, scanning and validating both historical medical records and newly generated paperwork into the Electronic Document Management System (EDMS).
- Access to Health Records and Data Quality - monitor the quality of the data in the Trust's acute patient demographic system in relation to NHS standards and providing feedback and support to hospital staff where appropriate. The team also processes Subject Access Requests (SARs), which involves handling information across multiple clinical record systems.
This role may be required to work across both sites, depending on service requirements (Harrogate Hospital and Off-site storage facility)
Main duties of the job
The Health Records Service is part of the Trust's Corporate Directorate and is overseen by the Health Records Manager.
The Health Records Library and Scanning Bureau manages the case note library, which holds the majority of patient health records for Harrogate & District NHS Foundation Trust (HDFT). These records must be stored, retained, transported, and destroyed in accordance with the NHS Records Management Code of Practice. The service also operates a Scanning Bureau, and this post includes responsibilities for digitising physical records by scanning them into the EDMS. Most scanning is carried out at Hornbeam Park, while an on-site bureau at Harrogate District Hospital facilitates prompt digitisation of paper records generated during care.
The Access to Health Records (ATHR) and Data Quality team supports patients' legal right of access to their health information under the Data Protection Act 2018. This involves retrieving and compiling patient data requested under a Subject Access Request, as well as reviewing and then processing that request within a set timescale. The Data Quality function helps provide assurance on the accuracy and reliability of patient data across the Trust. By making use of various tools and techniques to analyse data sets, the team helps maintain up-to-date and accurate records both within local systems and those used for external reporting.
About us
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!
We offer colleagues:
- A supportive culture so colleagues can bring their whole selves to work.
- Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
- Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
- Due to high levels of interest, posts may close early if we reach a sufficient number of applications
- Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
- Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
- All job offers are subject to satisfactory pre-employment checks.
Job description
Job responsibilities
Health Records Library and Scanning Bureau duties
Maintain an efficient and effective paper case note filing system using the numerical hospital number reference and track casenotes using the electronic tracking system. Retrieval of paper records within agreed clinical areas across Trust sites. Undertake careful preparation of paper-based health records material to ensure that it is in good order and is suitable for electronic scanning Scan paper-based health records material, ensuring that care is taken when feeding paper through the scanner and that scanning equipment is used only in accordance with the manufacturer's instructions. Ensure scanned material is indexed correctly to enable clinicians to easily access relevant information. Undertake rigorous data quality control checks at various key stages throughout the scanning process to give confidence that all paper-based material has been scanned completely and has been indexed accurately. Ensure scanned material is filed accurately and stored securely to be retained for a set period prior to destruction. Review paper casenotes to ascertain if they have met their retention period and can be destroyed in line with NHS Records Management Code of Practice guidelines. Deal with telephone requests and queries in relation to Health Records from other departments in a prompt and courteous manner.Access to Health Records and Data Quality: Update patient demographic details on the acute patient administration system (PCS). Complete inpatient dates on insurance claim forms and on the NHS Injury Cost Recovery System. Amend inpatient activity as requested by the Coding Department. Log all access to health records requests from patients, relatives, solicitors, police, NHS providers etc. on the central spreadsheet and maintain as a live record at all stages of the process. Process requests and disclose health records in compliance with relevant legislation and Trust policy and procedures Advise applicants of the application requirements and process. Check forms of authority or consent, proof of identity (where required) and obtain any missing documentation. Liaise with staff to identify the relevant health records and ensure copies of them are provided along with the clinical authorisation to disclose. Photocopying and printing health records from multiple clinical records systems.
General Responsibilities
Demonstrate the Trusts values at all times in the workplace. Understand and comply with Hospital and department procedures pertaining to the health records service at all times. To understand and comply with the Data Protection Act and confidentiality procedures Maintain a safe working environment by being aware of health and safety responsibilities including manual handling and complete associated mandatory and essential training. To be able to work in an organised manner and to have an eye for detail, to check for completeness and correct details on all documents for relevant information, errors and misfiles. To work within the remit of your role, escalating concerns and seeking support and guidance from senior staff when required.
This job description gives only the principal duties and responsibilities of the post and therefore, the post holder may be required to undertake various other duties which are implicit in the principal duties and may be delegated from time to time by the Health Records Manager.
Job description
Job responsibilities
Health Records Library and Scanning Bureau duties
Maintain an efficient and effective paper case note filing system using the numerical hospital number reference and track casenotes using the electronic tracking system. Retrieval of paper records within agreed clinical areas across Trust sites. Undertake careful preparation of paper-based health records material to ensure that it is in good order and is suitable for electronic scanning Scan paper-based health records material, ensuring that care is taken when feeding paper through the scanner and that scanning equipment is used only in accordance with the manufacturer's instructions. Ensure scanned material is indexed correctly to enable clinicians to easily access relevant information. Undertake rigorous data quality control checks at various key stages throughout the scanning process to give confidence that all paper-based material has been scanned completely and has been indexed accurately. Ensure scanned material is filed accurately and stored securely to be retained for a set period prior to destruction. Review paper casenotes to ascertain if they have met their retention period and can be destroyed in line with NHS Records Management Code of Practice guidelines. Deal with telephone requests and queries in relation to Health Records from other departments in a prompt and courteous manner.Access to Health Records and Data Quality: Update patient demographic details on the acute patient administration system (PCS). Complete inpatient dates on insurance claim forms and on the NHS Injury Cost Recovery System. Amend inpatient activity as requested by the Coding Department. Log all access to health records requests from patients, relatives, solicitors, police, NHS providers etc. on the central spreadsheet and maintain as a live record at all stages of the process. Process requests and disclose health records in compliance with relevant legislation and Trust policy and procedures Advise applicants of the application requirements and process. Check forms of authority or consent, proof of identity (where required) and obtain any missing documentation. Liaise with staff to identify the relevant health records and ensure copies of them are provided along with the clinical authorisation to disclose. Photocopying and printing health records from multiple clinical records systems.
General Responsibilities
Demonstrate the Trusts values at all times in the workplace. Understand and comply with Hospital and department procedures pertaining to the health records service at all times. To understand and comply with the Data Protection Act and confidentiality procedures Maintain a safe working environment by being aware of health and safety responsibilities including manual handling and complete associated mandatory and essential training. To be able to work in an organised manner and to have an eye for detail, to check for completeness and correct details on all documents for relevant information, errors and misfiles. To work within the remit of your role, escalating concerns and seeking support and guidance from senior staff when required.
This job description gives only the principal duties and responsibilities of the post and therefore, the post holder may be required to undertake various other duties which are implicit in the principal duties and may be delegated from time to time by the Health Records Manager.
Person Specification
NA
Essential
- Previous experience of working as a team
- Previous experience working within a fast paced environment with a variation of tasks
- General knowledge of the NHS
- High attention to detail and an ability to concentrate over long periods
- Satisfactory DBS clearance
- GCSE or equivalent in Math and English grade 4/D or above
Desirable
- Previous experience of photocopying/scanning confidential material
- Previous experience of working in data quality
- Previous experience of working in a confidential environment
- Previous experience of working within the NHS
Person Specification
NA
Essential
- Previous experience of working as a team
- Previous experience working within a fast paced environment with a variation of tasks
- General knowledge of the NHS
- High attention to detail and an ability to concentrate over long periods
- Satisfactory DBS clearance
- GCSE or equivalent in Math and English grade 4/D or above
Desirable
- Previous experience of photocopying/scanning confidential material
- Previous experience of working in data quality
- Previous experience of working in a confidential environment
- Previous experience of working within the NHS
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).
