Job summary
We have a vacancy for the position of Health Records Assistant to work at the Central Records Library, Bush Park. This post is full-time with flexible working hours between 06:00-20:00 and with the possible opportunity of weekend working.
Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis.
The successful applicant will have GCSE's 9-4 (A-C) in Maths & English, an NVQ Level 2 in Business Administration or equivalent demonstrable experience, demonstrable customer service and clerical experience and proven knowledge of Windows based systems (including Microsoft Outlook) would be advantageous.
The post involves both filing and dispatching patient records, so proven knowledge of manual handling techniques to safely carry/move/lift case notes is desirable. It also involves working at high and low levels in a warehouse environment and therefore the ability to use a Kik-stool and climb ladder is essential.
Applicants should be prepared to fulfil Bank Holiday duties as necessary.
Please state in your supporting information why you are the ideal candidate for this position.
For further information please email i.severgnini1@nhs.net
Main duties of the job
The post-holder will provide support for pulling and filing of Health Records within the Central Records Library and will assist the CRL Supervisor in acting as a point of reference for Clinicians and other Staff groups providing advice and support to clinical and admin teams on Health Records issues.
Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis. This will involve staff rotating on a daily basis in some areas to ensure continuity of service during staff absences. One generic job description covers all duties required for the whole of the Central Records Library for A&C Band 2 posts.
The Central Records Library comprises of three main areas: Main office, Pre-file, and Archive.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
Job description
Job responsibilities
- Action all telephone calls/written/emailed requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.
- Generate electronic pulling lists for Outpatient Clinics via the Corporate Services function on Trustnet and utilise those lists to locate and pull case notes from file in accordance with the set pulling schedules and targets.
- Ensure that all notes are available for clinics on a daily basis and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found.
- To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the completeness of clinics.
- To use personal judgement and initiative when analysing the facts that are required to locate a patients record, such as looking for a misfile or determining when a temporary folder should be created.
- Utilise the CRL electronic emailing system to action and close electronic requests from a variety of hospitals, departments and areas.
- Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process.
- Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL.
- Cull and destroy case notes in accordance with the NHS Code of practice 2006.
- Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.
Job description
Job responsibilities
- Action all telephone calls/written/emailed requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.
- Generate electronic pulling lists for Outpatient Clinics via the Corporate Services function on Trustnet and utilise those lists to locate and pull case notes from file in accordance with the set pulling schedules and targets.
- Ensure that all notes are available for clinics on a daily basis and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found.
- To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the completeness of clinics.
- To use personal judgement and initiative when analysing the facts that are required to locate a patients record, such as looking for a misfile or determining when a temporary folder should be created.
- Utilise the CRL electronic emailing system to action and close electronic requests from a variety of hospitals, departments and areas.
- Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process.
- Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL.
- Cull and destroy case notes in accordance with the NHS Code of practice 2006.
- Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.
Person Specification
Knowledge
Essential
- Demonstrable Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Demonstrable experience of managing own workload and working to strict deadlines
Desirable
- Background and proven knowledge of a range of patient management systems and Health Records/Case note Procedures
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude
Essential
- Able to work within a warehouse environment, climbing ladders and using kick stools, while carrying case notes
- Manual handling-to safely carry/move/lift case notes
Person Specification
Knowledge
Essential
- Demonstrable Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Demonstrable experience of managing own workload and working to strict deadlines
Desirable
- Background and proven knowledge of a range of patient management systems and Health Records/Case note Procedures
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude
Essential
- Able to work within a warehouse environment, climbing ladders and using kick stools, while carrying case notes
- Manual handling-to safely carry/move/lift case notes
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).
