University Hospitals Plymouth NHS Trust

Prepping Clerk

Information:

This job is now closed

Job summary

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bircham House and Derriford Hospital.

The work is very busy, with a great deal of pressure to meet deadlines, therefore the ability to prioritise your own workload is essential. Applicants should also be able to demonstrate the use of their own initiative.

Applicants should be educated to GCSE standard or equivalent and have excellent keyboard and accuracy skills. Applicants should also be able to demonstrate an understanding of confidentiality and be able to work across both sites.

Please state in your supporting information why you are the ideal candidate for this role.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

  • Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.
  • Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty.
  • Uses the Information Technology associated with the role, in particular the iPM System, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.
  • Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

About us

  • Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.
  • Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
  • Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
  • Attend statutory, essential and mandatory training.
  • Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
  • Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
  • Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
  • Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.
  • Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

Details

Date posted

24 March 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,270 to £21,318 a year £20,270 - £21,318 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-NJ-A5153816

Job locations

Bircham House

William Prance Road

Plymouth

PL6 5WR


Job description

Job responsibilities

  • To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
  • To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.
  • To print an up to date clinic attendance list prior to preparing clinic.
  • To request the allocated clinic case notes from Central Records Library.
  • To check Corporate Services for any case notes that are located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for the clinic deadlines.
  • To manually raise any new folders for patients without notes and trace on iPM.
  • Trace the notes into the Bircham House or Level 2 Derriford Hospital and store on specialty allocated areas.
  • To prepare case notes for allocated specialty clinics.
  • To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
  • Once received organising contents of the patient case notes to comply with the Trust standard filing format.
  • To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.
  • To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.
  • To ensure that outcome forms are inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient case notes.
  • Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L2 ensuring boxes are stored in the relevant area in date order ready for collection.
  • To assist in mentoring and training other members of staff, as requested by the Team Leader.
  • To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
  • To have a knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).
  • To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.
  • To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repairs are made to any damaged case notes.
  • To split any oversized case note before it is sent to the Derriford Prepping Office.
  • To achieve 100% of case note availability for all clinics including clinics taking place at peripheral hospitals.
  • To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Please see attached job description for full details.

Job description

Job responsibilities

  • To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
  • To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.
  • To print an up to date clinic attendance list prior to preparing clinic.
  • To request the allocated clinic case notes from Central Records Library.
  • To check Corporate Services for any case notes that are located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for the clinic deadlines.
  • To manually raise any new folders for patients without notes and trace on iPM.
  • Trace the notes into the Bircham House or Level 2 Derriford Hospital and store on specialty allocated areas.
  • To prepare case notes for allocated specialty clinics.
  • To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
  • Once received organising contents of the patient case notes to comply with the Trust standard filing format.
  • To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.
  • To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.
  • To ensure that outcome forms are inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient case notes.
  • Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L2 ensuring boxes are stored in the relevant area in date order ready for collection.
  • To assist in mentoring and training other members of staff, as requested by the Team Leader.
  • To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
  • To have a knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).
  • To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.
  • To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repairs are made to any damaged case notes.
  • To split any oversized case note before it is sent to the Derriford Prepping Office.
  • To achieve 100% of case note availability for all clinics including clinics taking place at peripheral hospitals.
  • To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Please see attached job description for full details.

Person Specification

Knowledge

Essential

  • Demonstrable experience working with PC's and Microsoft applications
  • Proven clerical experience
  • Demonstrable experience of managing own workload and working to strict deadlines

Desirable

  • Trust background and knowledge of a range of iPM and Health Records/Case note Procedures

Qualifications

Essential

  • NVQ L2 in Business Administration or equivalent demonstrable experience
  • Numeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent

Aptitude and Abilities

Essential

  • Excellent communication/interpersonal skills
  • Accuracy and attention to detail
  • Good organisational skills/prioritise workload

Disposition / Attitude / Motivation

Essential

  • Self-motivated and work on own initiative
  • Enthusiastic and responsive to new demands
  • Willing to learn new skills and welcome change
Person Specification

Knowledge

Essential

  • Demonstrable experience working with PC's and Microsoft applications
  • Proven clerical experience
  • Demonstrable experience of managing own workload and working to strict deadlines

Desirable

  • Trust background and knowledge of a range of iPM and Health Records/Case note Procedures

Qualifications

Essential

  • NVQ L2 in Business Administration or equivalent demonstrable experience
  • Numeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent

Aptitude and Abilities

Essential

  • Excellent communication/interpersonal skills
  • Accuracy and attention to detail
  • Good organisational skills/prioritise workload

Disposition / Attitude / Motivation

Essential

  • Self-motivated and work on own initiative
  • Enthusiastic and responsive to new demands
  • Willing to learn new skills and welcome change

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).

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.

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

University Hospitals Plymouth NHS Trust

Address

Bircham House

William Prance Road

Plymouth

PL6 5WR


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Bircham House

William Prance Road

Plymouth

PL6 5WR


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Team Leader

Nick Rounsfull

n.rounsfull@nhs.net

01752438397

Details

Date posted

24 March 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,270 to £21,318 a year £20,270 - £21,318 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-NJ-A5153816

Job locations

Bircham House

William Prance Road

Plymouth

PL6 5WR


Supporting documents

Privacy notice

University Hospitals Plymouth NHS Trust's privacy notice (opens in a new tab)