Health Records Officer

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

1. Process, prepare and verify items for transfer via courier mail services.

2. To organise and disseminate incoming courier post.

3. To compile and generate report prints for the dispatch of FP22 forms to doctors practices.

4. The post holder will be required to perform their duties without direct supervision and be able to prioritise activities based on customer demand, e.g., same day requests for records and high priority scanning.

Improvement and Monitoring

5. Daily judgements will be necessary when determining the timeliness and method of transfer when requests are made.

6. On at least a weekly basis, the post holder will be required to make informed judgements to determine whether patient identifiable material can be indefinitely destroyed.

7.Regular judgements will need to be made when transferring material between locations. Factors such as security, reliability and value for money will need to be considered.

8.To identify and act on outstanding medical record lists for requesting medical records from practices and other health organisations.

9.Using Judgement through experience and knowledge to accept and log medical records received from surgeries/other agencies via internal mail and external courier.

Communications

10.Communicate on a daily basis with staff, managers and clients across Wales regarding archive related queries and requests.

11.To investigate and resolve telephone, email and fax queries from General Practices, Clients and other NHS Organisations.

12.Liaise with former practice(s) to recover or re-construct an MRE in full or in-part when advised by a practice that either a period of time is not represented and/or expected content (hospital correspondence) is absent from the MRE.

Finance and Budget

13.When required, the post holder will need to deliver/collect archive material to/from various NHS premises across Wales. In doing so, the post holder will be required to drive a transit vehicle or similar.

14.When required, the post holder will undertake other duties within PCS, e.g., post room functions. In doing so, the post holder will be required to drive a pool vehicle or similar.

15.The post holder will be required to use equipment in the stores environment i.e. ladders, roll cages, pallet trucks and trolleys. Equipment should be used in accordance with safe systems of work and training.

16.The post holder will be required to assist with and undertake monthly health and safety checks i.e., racking, general housekeeping.

17.Maintain a safe and secure storage archive facility on behalf of the NWSSP-PCS/HBs in Wales.

Management, Leadership and/or Training

18.The post holder will be required to train others in processes/procedures to store and retrieve medical records/archiving. This will include the interpretation of retention documentation with subsequent effective communication of requirements to others.

19.The post holder will be required to train others in the processing of MREs on the Patient Demographic System.

20.The post holder will be required to perform their duties without direct supervision and be able to prioritise activities based on customer demand, e.g., same day requests for records and high priority scanning.

Digital and Information

21.To maintain a sound working knowledge of the NHS Wales Patient registration system and applications and to understand the required routine work procedures, practices and protocols necessary for the function.

22.As the PMR programme matures, the post holder will contribute in highlighting new initiatives in order to drive continuous improvement and efficiencies.

23.On a daily basis to assess whether archiving received is compliant with policy including the proposed retention period.

24.The post holder will need to respond to the changing face of medical records transfers and adapt working processes to accommodate and deliver these efficiencies. eg PMR summaries project.

25.To maintain indexing systems pertinent to the storage of in excess of 3 million records stored in multiple storage areas pertaining to all NHS Wales Shared Services Partnership Primary Care Services (NWSSP-PCS) Offices, live and deceased patient medical records General Medical Practices within Wales.

26.Maintain filing system of suspense and deceased medical records.

27.Retrieve medical records from the storage filing system at the request of surgeries, HBs, Solicitors, other Health organisations and in respect external projects and initiatives.

28.To compile accurate entries in order to generate labels in respect of medical records processed and accurately label the records.

29.Maintain accurate records utilising bespoke systems to support the movement of records throughout the course of their work, i.e. to:

30.Update the NHS Wales Patient Registration System with transfer details of patient MREs.

31.Track, locate and retrieve live/deceased patient medical records.

32.File live/deceased patient medical records in an accurate and timely manner.

33.On a daily basis, the post holder will be required to maintain the NHS Wales Patient registration system to maintain accurate records of the movement and storage of patient medical records.

34.On a daily basis, the post holder will be required to use databases and other software (e.g. Patient demographic System, MS Excel/Word, MS outlook) maintaining accurate records to process and track requests for information stored in the all-Wales Archive Repository.

35.To carrying out periodic checks of deducted patients MREs from the live-suspense archive to ensure patients have not been re-accepted/assigned to another GP Practice.

36.The post holder will be requires to assist with and undertake monthly health and safety checks i.e. racking, general housekeeping.

The post holder will have a working knowledge of NHS Records Retention requirements.Requirement to input information to the national database pertaining to the transfer of MREs of patients residing in Wales/cross border in England

Person Specification

Essential

Essential

• Experience
• Knowledge
• Qualifications
• Personal attributes

Desirable

Desirable

• Warehouse experience

Administrative test

Desirable

• Alphabetise a box of medical records

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.

Certificate of Sponsorship

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

NHS Wales Shared Services Partnership

Address

Brecon House

Mamhilad Park Ind Est

Pontypool

NP4 0XS

Employer's website

https://nwssp.nhs.wales/ (Opens in a new tab)