South Tyneside and Sunderland NHS Foundation Trust

Medical Records Clerical Officer

This job is now closed

Job summary

The Medical Records Department is made up of a number of smaller teams which specialises in both preparing and providing paper case notes to inpatient wards, outpatient clinic appointments. Scanning and uploading clinical documentation in to the Trusts electronic document management system (Meditech). Answering general enquiries both face to face and by telephone. The department also have a vast number of paper case notes which require filing, indexing, archiving and destroying when the retention period is reacted.

We are looking for someone to join the team either full-time hours 7.5 per day or part-time 30 hours, 5 hours per day to cover the afternoons finishing at 5pm.

Main duties of the job

You will be required to work in our enquiries office, dealing with any face to face, telephone calls and emails from members of the public and trust. Ensuring medical records both paper and electronic are accurately updated on a daily basis, which will involve scanning and uploading of documents.

The retrieval and filing of paper case notes into library, on a day to day basis.

Be able to work on your own initiative and as part of a team, depending on the task.

Provide a comprehensive, efficient, confidential service to all users across the Trust and external agencies.

About us

Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.

The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.

Date posted

24 October 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year PRO RATA FOR PART TIME

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

C9155-CRAC-1023-59

Job locations

Sunderland Royal Hospital

Kayll Road

Sunderland

SR4 7TP

Job description

Job responsibilities

The post holder is responsible as part of a team for the storage, retrieval, filing, collection, delivery, archiving, preparation, indexing, scanning and quality assurance of health records for transfer into the electronic document management system (Meditech) and to assist with inpatient/outpatient attendances /audit/ research and all other authorised requests. You will also be responsible for dealing with enquiries from Clerical and Secretarial staff, Medical and Nursing staff, other Trust personnel and general enquiries from patients and members of the public both face to face and over the phone.

PLEASE SEE JOB DESCRIPTION FOR FURTHER DETAILS

Job description

Job responsibilities

PLEASE SEE JOB DESCRIPTION FOR FURTHER DETAILS

Person Specification

Physical Skills

Essential

The post will involve sitting in a restricted position at a computer for long periods of the working day, looking at a screen
Required to physically lift bags or boxes containing case notes, the post holder will also be required to be able to file and retrieve case notes from a Library setting

Qualifications

Essential

Evidence of good standard of Education in numeracy and literacy at minimum GCSE C grade or equivalent. (Level 2)

Experience

Essential

Knowledge of patient administration systems acquired through on the job training and experience (NVQ level 2 equivalent)
Experience of working in a busy office environment with proven experience of prioritising workloads
Experience of working as part of a team, co-operating with other team members to achieve deadlines

Desirable

Knowledge of the NHS
Medical Records experience

Skills and Knowledge

Essential

Good oral, written and interpersonal skills for both reception work and answering telephone queries
Ability to use Windows based IT systems at basic level
Standard keyboard/typing skills
Planning and organisational skills to manage own workload effectively
Evidence of good communication skills
Knowledge of e-mail and Microsoft packages
Excellent attention to detail and focus to ensure accurate input data

Desirable

Knowledge of Meditech V6
Knowledge/Awareness of Data Protection and Information Governance guidelines

Person Specification

Physical Skills

Essential

The post will involve sitting in a restricted position at a computer for long periods of the working day, looking at a screen
Required to physically lift bags or boxes containing case notes, the post holder will also be required to be able to file and retrieve case notes from a Library setting

Qualifications

Essential

Evidence of good standard of Education in numeracy and literacy at minimum GCSE C grade or equivalent. (Level 2)

Experience

Essential

Knowledge of patient administration systems acquired through on the job training and experience (NVQ level 2 equivalent)
Experience of working in a busy office environment with proven experience of prioritising workloads
Experience of working as part of a team, co-operating with other team members to achieve deadlines

Desirable

Knowledge of the NHS
Medical Records experience

Skills and Knowledge

Essential

Good oral, written and interpersonal skills for both reception work and answering telephone queries
Ability to use Windows based IT systems at basic level
Standard keyboard/typing skills
Planning and organisational skills to manage own workload effectively
Evidence of good communication skills
Knowledge of e-mail and Microsoft packages
Excellent attention to detail and focus to ensure accurate input data