Job summary
To provide and maintain an efficient and high standard Health Records Service throughout the Trust.
The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.
***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
Key Dimensions:
The Central Records Library comprises of three main areas: Main Office/Pre-file and Archive
Main Office/Pre-file area
To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
Prioritising workloads and all other Central Record Requests.
Efficiently manging the urgent line with a professional approach.
Archive area
To provide support for the filing and culling of REI records and Deceased records.
Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trust's policies and procedures.
Review and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.
Roles in these three areas are generic which means the post holder can be allocated to any area within the Central Records Library at any time. This will involve staff rotating across all 3 areas to ensure continuity of service during staff absences as and when required. This generic job description covers all duties required of a Health Records Assistant.
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. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
Working to pre-determined targets and utilising computerised pulling lists, locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
Action all urgent telephone 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.
Action written/faxed/emailed requests for case notes, in order of priority and locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
Co-ordinate transport of urgent requests. Should Case notes be at Scott Hospital, travel by taxi to retrieve them.
To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the correct action for all requests.
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.
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.
Maintain tidy filing bays by moving case notes as and when necessary, and in particular when excessively large case notes are returned to file.
Maintain library storage in terminal digit order, including realigning, accurate filing and adhering to the DOH Records Management NHS Code of Practice.
Work within agreed standards and benchmarks with the ability to demonstrate initiative and flexibility to achieve good practice.
For further details please see attached JD&PS.
Job description
Job responsibilities
Working to pre-determined targets and utilising computerised pulling lists, locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
Action all urgent telephone 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.
Action written/faxed/emailed requests for case notes, in order of priority and locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.
Co-ordinate transport of urgent requests. Should Case notes be at Scott Hospital, travel by taxi to retrieve them.
To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the correct action for all requests.
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.
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.
Maintain tidy filing bays by moving case notes as and when necessary, and in particular when excessively large case notes are returned to file.
Maintain library storage in terminal digit order, including realigning, accurate filing and adhering to the DOH Records Management NHS Code of Practice.
Work within agreed standards and benchmarks with the ability to demonstrate initiative and flexibility to achieve good practice.
For further details please see attached JD&PS.
Person Specification
Knowledge & Experience
Essential
- Proven demonstrable clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Demonstrable experience of managing own workload and working to strict deadlines
- Understanding of the need for Patient confidentiality
Desirable
- Background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures
Qualifications
Essential
- Numeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) or equivalent
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- oAble to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
- oManual handling, to carry, move, lift case notes, load and unload blue boxes of case notes
- oAccuracy and attention to detail
- oExcellent communication and inter-personal skills
- oRemain calm within a busy environment
- oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
- oMeet deadlines and daily targets
- oWork as part of a team and have a flexible approach to cover colleagues during absences
- oGood organisational skills/prioritise workload
Disposition / Attitude / Motivation
Essential
- oSelf-motivated and able to work on own initiative
- oEnthusiastic and responsive to new demands
- oWilling to learn new skills and welcome change
- oDiscretion and tact
Other factors
Essential
Person Specification
Knowledge & Experience
Essential
- Proven demonstrable clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Demonstrable experience of managing own workload and working to strict deadlines
- Understanding of the need for Patient confidentiality
Desirable
- Background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures
Qualifications
Essential
- Numeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) or equivalent
- NVQ Level 2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
- oAble to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
- oManual handling, to carry, move, lift case notes, load and unload blue boxes of case notes
- oAccuracy and attention to detail
- oExcellent communication and inter-personal skills
- oRemain calm within a busy environment
- oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
- oMeet deadlines and daily targets
- oWork as part of a team and have a flexible approach to cover colleagues during absences
- oGood organisational skills/prioritise workload
Disposition / Attitude / Motivation
Essential
- oSelf-motivated and able to work on own initiative
- oEnthusiastic and responsive to new demands
- oWilling to learn new skills and welcome change
- oDiscretion and tact
Other factors
Essential
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).
