Job responsibilities
Principle duties will be in one of the following areas within Storage, transport driving and library office:
Storage
Collect all items for storage from trust departments on request
File into storage facility
Record location of storage items on spreadsheet
Check contents of all boxes are relevant for storage
Contact department if inappropriate items stored i.e. passed destruction dates
Retrieve paperwork or items from storage boxes on request
Investigate and find paperwork for areas that have not made a list of contents for the box they have sent to storage; use the information you have for all other boxes belonging to that area to check inside each one
Monitor destruction dates
When destruction date identified for disposal contact department storing items to confirm the date is correct and item can be disposed of
Dispose of any items that pass the destruction date securely in confidential waste
Ensure the storage facility is clean and tidy and there are no obstructions
Ensure storage facility alarm is set and doors are secure before you move away from the building
Transport
Driving and taking responsibility of the trust vehicles including:
Hold a clean driving licence
Inform manager immediately should you be given any points on your licence
Read and adhere to Workplace Transport Policy
Read and adhere to Drivers handbook
Adhere to all Trust protocol regarding usage of all vehicles, taking responsibility during usage
Have full training in use of electric cars
Deliver and collect daily from Stratford-Upon-Avon, Ellen Badger and Rehab Hospital
Collect and deliver Pharmacy drugs to other hospitals and patients prescriptions to their homes
Have full spillage training for transporting Pharmacy items
Collect and deliver Orthotics boxes to other hospitals and patients items to their homes
Collect and deliver Scanning Bureau boxes to home workers
Collect and deliver community boxes
Ad-hoc collection and deliveries to meet the trust needs
Maintaining the trust vehicles including:
Ensure electric cars are fully charged
Tyre pressure is maintained
Van petrol level is sufficient
Clean all vehicles inside and out when in your use
Be prepared to work after shift hours as driving runs may over-run
Liaise with all parties involved in transport of items
Office Duties
Print lists for specific forthcoming clinics and admissions
Pull Patient Healthcare Records (PHCR) for specific clinics, referrals and TCIs from file to send to Scanning Bureau (SB)
Deliver by hand PHCR to SB for priority scanning
Ensure active/temporary records are issued for selected clinics, planned admissions and emergency admissions following process in line with SBs SOP
Inform SB of any requests where PHCR are already with them waiting to be scanned
Make extensive efforts to locate the original PHCR in the records library This will include checking the batch lists, searching last known location
When PHCR are located off site, telephone the relevant hospital/ organisation and request their return
Process deceased PHCR to include calculating their destruction date, following national guidelines
Track deceased records on Lorenzo and ensure reference box number is entered in the comments
Add deceased box reference number to spreadsheet
Merge complex duplicate registrations, contact GPs if required
Process sensitive adoption information including:
Remove old details and NHS number
Endeavour to find new details for patient
Merge when confirmed same patient
Input and extract data from Lorenzo and NHS Strategic Tracing Service
Locate and physically amalgamate the PHCR where appropriate or forward any documentation to the SB if one record has already been scanned
Pre-register and deliver new folders for unknown babies born at Warwick Hospital prior to birth ensuring Delivery Suite have sufficient stock each week
Run Pregnancy Estimated Delivery Date (EDD) report 2-3 times prior to month of delivery with the first run at least 3 months ahead. Any notes in file for upcoming deliveries are sent to SB
Create active folder for all EDD pregnancies
Register new patients to the Trust ensuring beyond reasonable doubt they do not already have a UR number allocated by checking previous surnames, DOB and different spellings etc.
Amend demographic details on Lorenzo (including deaths) as notified by patient letter, telephone call, GP, etc.
Pre-register and deliver new folders for A&E Unknown patients
Any A&E Unknown patients registered using the pre-registered PIDs, locate folder issued and try to find details of the patient, update Lorenzo, merge with current PID if already registered
Monitor A&E Unknown patient folders and issue new ones keeping limit at 50 available
Pre-register Major Incidents patients using the phonetic alphabet spreadsheet so as not to duplicate names
Prepare new folders for Major Incidents patients inserting all relevant and up to date paperwork
Track and file Future Appointment Shelf active records into library
Participate in all audit requests
Order from off-site storage company the return of the original PHCR
Any loose paperwork post 2014 sent to SB
Pre 2014 historical paperwork check notes location. If paper records still in library, then file. If record is already scanned send to SB
Check Health Records email daily and process requests
Answer telephone queries
Open and distribute incoming post Redirect patients private mail as necessary to wards, other hospitals or to patients home address making sure to avoid distress to relatives if patient is deceased
Log and return other hospitals PHCR
Frequent lifting of heavy boxes and movement of cages obtaining PHCR is required
Remove confidential waste ensuring in appropriate bags and dispose of accordingly
Ensure work area cleaned daily
All Other Duties
Maintain patient confidentiality at all times
Track PHCR using the computerised system to the correct location
Liaise with security when visiting remote areas. Use and return keys to office
Ensure storage library alarm is set and building is secure before you leave
To perform general administrative duties in order to maintain the effective working of the Health Records Department
Exposure to sensitive/distressing case note contents
Exposure to dust from storage of historic records
Perform basic maintenance of printer and bar code machine
Reporting of IT, maintenance and supply problems
Report all incidents
Photocopying
Frequently use a VDU (50+% of daily hours worked)
