Job summary
An exciting opportunity has become available within the Health Records Department for a full-time post of 37.5 hours per week hours from 8.30 am - 4.30pm each day.
Hinchingbrooke Hospital has moved to an exciting new Electronic Document Management process in March2021.
We are looking for an enthusiastic person to join the Health Records team, to facilitate this new way of working and to ensure the successful deployment of the EDM project. The successful applicant would be responsible for overseeing the operational running of the team. Ensuring the team meet their KPI's resulting in effective service delivery.
Main duties of the job
You should be IT literate, with strong working knowledge of Microsoft Excel. You should be a team player with excellent communication skills and be able to work to tight deadlines/targets and the ability to prioritise own workloads. A general level of education is essential, and experience in patient administration, handling of confidential information and/or supervisory clerical experience within the last 12 months would be an advantage, but not essential as full training will be provided.
This is a physical role in a dynamic environment.
Please note this post may involve occasional travel to all hospital sites including Peterborough and Stamford Hospital
The Team Leader for Health Records is responsible for provision of efficient and effective service delivery. This will include organisation of day to day work flow in both the EDM system and with the paper casenote system within the department, and supervision of Health Records Clerks including training as required.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
Key Responsibilities:
To complete daily/monthly audits and reports in both EDM and paper casenote systems.
- Responsible for the day to day supervisory management, organisation and co-ordination to the team of Health Record Clerks, to ensure effective service delivery to agreed timescales
- Responsible for ensuring that staff are trained effectively in both systems and that on-going training needs are identified, including mandatory training updates being completed.
Organisation of workflow and allocation of duties to Clerks, including management and authorisation of annual leave to ensure department is adequately staffed at all times.
- To authorise timesheets and rota staff using MAPS. Update rota with annual leave and sickness.
- To complete sickness/absence returns, update monthly reports and monitor sickness absence levels reporting concerns to the Assistant Health Records Manager.
- Participate in staff appraisals as part of the Trust MPA reviews. To provide job coaching, training and personal development plans.
- Dealing with day to day requests and queries from Service Users politely and promptly. Giving advice as required.
- Ensure deceased notifications and duplicate registrations are dealt with on a daily basis.
- To communicate with external health organisations and internal departments in a professional and confidential manner. This will involve direct contact via the telephone or face to face.
- Support the Health Records Management team in developing a range of action cards with the competencies required which includes the training of all new and existing employees in Health Records Policy and procedures.
- Ensure Trust staff are trained on all electronic systems i.e. eTrack and Health Records in Glass in accordance with Health Records Policy and procedures.
- To provide training to other staff groups in relation to Health Records practices.
- Be responsible for ensuring that all processes are carried out in accordance with the correct Health Records Department quality procedures and policies. Reporting any non-conformances to these procedures to the Assistant Health Records Manager.
- Undertake quality initiatives as instructed by the Health Records Manager and Divisional Operations Manager for OP and Health Records.
- Ensure that the Health Records Department operates to the highest standards and that it not only meets but exceeds customer expectations.
- Reporting any operational or production problems to Assistant Health Records Manager.
- Significantly contribute to the delivery of quality Health Records service across all Service User departments within Trust.
- Ensuring housekeeping standards are maintained and Health & Safety regulations are complied with.
- Work with the Management Team to ensure that the departments annual plans are met in line with the Trust strategic vision.
- Any other duties and responsibilities that may be required from time to time and that are to the skill level achieved after training.
- To be flexible in their required hours of work to cover in the absence of the other Team Leaders, including annual leave and sickness at short notice.
Job description
Job responsibilities
Key Responsibilities:
To complete daily/monthly audits and reports in both EDM and paper casenote systems.
- Responsible for the day to day supervisory management, organisation and co-ordination to the team of Health Record Clerks, to ensure effective service delivery to agreed timescales
- Responsible for ensuring that staff are trained effectively in both systems and that on-going training needs are identified, including mandatory training updates being completed.
Organisation of workflow and allocation of duties to Clerks, including management and authorisation of annual leave to ensure department is adequately staffed at all times.
- To authorise timesheets and rota staff using MAPS. Update rota with annual leave and sickness.
- To complete sickness/absence returns, update monthly reports and monitor sickness absence levels reporting concerns to the Assistant Health Records Manager.
- Participate in staff appraisals as part of the Trust MPA reviews. To provide job coaching, training and personal development plans.
- Dealing with day to day requests and queries from Service Users politely and promptly. Giving advice as required.
- Ensure deceased notifications and duplicate registrations are dealt with on a daily basis.
- To communicate with external health organisations and internal departments in a professional and confidential manner. This will involve direct contact via the telephone or face to face.
- Support the Health Records Management team in developing a range of action cards with the competencies required which includes the training of all new and existing employees in Health Records Policy and procedures.
- Ensure Trust staff are trained on all electronic systems i.e. eTrack and Health Records in Glass in accordance with Health Records Policy and procedures.
- To provide training to other staff groups in relation to Health Records practices.
- Be responsible for ensuring that all processes are carried out in accordance with the correct Health Records Department quality procedures and policies. Reporting any non-conformances to these procedures to the Assistant Health Records Manager.
- Undertake quality initiatives as instructed by the Health Records Manager and Divisional Operations Manager for OP and Health Records.
- Ensure that the Health Records Department operates to the highest standards and that it not only meets but exceeds customer expectations.
- Reporting any operational or production problems to Assistant Health Records Manager.
- Significantly contribute to the delivery of quality Health Records service across all Service User departments within Trust.
- Ensuring housekeeping standards are maintained and Health & Safety regulations are complied with.
- Work with the Management Team to ensure that the departments annual plans are met in line with the Trust strategic vision.
- Any other duties and responsibilities that may be required from time to time and that are to the skill level achieved after training.
- To be flexible in their required hours of work to cover in the absence of the other Team Leaders, including annual leave and sickness at short notice.
Person Specification
Qualifications
Essential
- General level of education to GCSE level standard
Experience
Essential
- Experience in handling of Health Records/Confidential information
Desirable
- Experience of working collaboratively with third party (external companies)
- Previous hospital experience
Knowledge
Essential
- Competent PC skills, Good knowledge of Microsoft Excel
- Understanding the importance of confidentiality
Desirable
- Knowledge of Department of Health Code of Practice for Records Management
- Working knowledge of Electronic Document Management (EDM)
Skills
Essential
- Ability to organise lead and motivate a team
- Strong attention to detail ,accuracy with spelling / numeric ability
- Telephone / customer care skills
- Good organisational skills
Person Specification
Qualifications
Essential
- General level of education to GCSE level standard
Experience
Essential
- Experience in handling of Health Records/Confidential information
Desirable
- Experience of working collaboratively with third party (external companies)
- Previous hospital experience
Knowledge
Essential
- Competent PC skills, Good knowledge of Microsoft Excel
- Understanding the importance of confidentiality
Desirable
- Knowledge of Department of Health Code of Practice for Records Management
- Working knowledge of Electronic Document Management (EDM)
Skills
Essential
- Ability to organise lead and motivate a team
- Strong attention to detail ,accuracy with spelling / numeric ability
- Telephone / customer care skills
- Good organisational skills
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.
