Job responsibilities
General1. Accountable to the Health Records Manager for the operational day to day management, workforce management and overall adherence to policies / procedures for the Health Records Services
2. Creating presentations and deliver training to large groups of staff on Health Records topics.
3. Creating and presenting reports to management which will contain complex, sensitive or contentious information.
4. Providing advice on matters relating to data protection or any of the service disciplines listed above within the remit of the role as Deputy Health Records Department Manager
5. To deputies for the Health Records Department Manager and attend Departmental/Service Unit and regional/national meetings as appropriate.
6. To ensure that the Health Records Manager and the Group Head of Health Records are informed immediately of any disruptions to service ensuring the management is as structured as possible and does not affect business as usual.
7. Can deal with distressed patients both face to face and on the telephone.
Analytical & Judgment
8. Deliver and receive complex, sensitive, or contentious information in the processing of patients rights requests in line with GDPR legislation.
9. To make decisions based on complex patient information and associated risks where there is no precedent and where opinion may conflict. This information is likely to be complex, sensitive or contentious information and can require analysis and interpretation.
Planning and development10. To development and implementation Standard Operating Procedures for Health Records Services
11. To assist in the development of plans and projects for health records services including health records folder retention, destruction, storage, archive, and distribution solutions.
12. To manage change which will improve health records services across the Trust and community care settings, including health records provision / management, overall patient administration, Data Protection, Library, Scanning bureau and telephony switchboard.
Human Resources
13. HR management participating in workforce planning within the business planning process.
14. HR management ensuring a full performance appraisal programme is implemented within the Health Records areas and that all employees have a personal development plan.
15. HR management working within the framework of the Trust Human Resources strategy, policies and procedures and facilitate compliance within the Health Records Speciality.
16. HR management ensuring all HR policies are communicated widely and implemented.
17. HR management of staff performance and disciplinary issues where necessary18. Management of required service recruitment, selection and staff within Health Records, Patient Administration, Data Protection, Library, Scanning bureau and telephony switchboard areas in accordance with the standard Trust policies.
19. To identify staff training needs and initiate action as appropriate in conjunction with the Health Records Supervisors, which requires motivational and training skills.
20. To co-ordinate attendance on mandatory and in-house training for staff and provide adequate staffing cover in conjunction with Health Records Supervisors
21. To maintain and monitor sickness/absence records, and to advise the Health Records Departmental Manager of any concerns with individual employees as appropriate.
22. Ensuring staff are suitably engaged, managed and supported to deliver a high-quality service in all areas.
Financial
23. Responsible for ordering supplies and stationery for the department ensuring adherence to financial standing orders.
24. To identify any areas or issues that may affect or compromise service finances to the Health Records Departmental Manager.
Communications
25. Establish effective two-way communications incorporating all staff within the Health Records areas and the Trust as required. This may involve complex, sensitive information which involves reconciling conflicting views.
26. Ensure Health Records briefings are operated effectively within the Health Records areas and take corrective action as necessary.
27. Ensure effective working relationships and links with managerial colleagues in other relevant organisations/localities, both internally and externally to the Trust/locality.
Leadership
28. To be aware of the Health Records services strategic objectives and work with the service to successfully deliver the benefits and these objectives including Electronic Patient Record across all Trust clinical specialities and community care settings.
29. To promote the value and importance of effective health records services throughout the organisation.
30. Provide advice and guidance to managers, health professionals and other relevant members of staff on health records, electronic patient record and patient administration for patient information systems.
31. To manage health records functions day to day ensuring the delivery of an effective service whilst delivered in line with national standards.
32. To Line manage the Supervisors and Deputy Supervisors on a daily basis
33. Manage procedures for access to health records by patients and develop evolved procedures to support the Trusts transition to electronic patient medical records.
Managerial34. Day to day operational management of the Health Records Services including Health Records, Patient Administration, Data Protection, Library, Scanning bureau and telephony switchboard.
35. Management of the Scanning bureau, ensuring processes / procedures are in place to maintain compliance with data retention policies. To manage overall patient record scanning services across the Trust, including the agreed archiving policy for the storage of patient information within an electronic format and presentation of that information to the EPR.
36. The operational management of the Trust wide telephony switchboard in order to provide a service for 24x7 coverage for all inbound / outbound calls, internal bleeps and support of the Trust emergency cascade system.
37. Managing complex patient rights requests, liaising with safeguarding, the DPO, legal services, PALS etc, and with external agencies such as Social Services, the Police, the coroner, office of the public guardian etc as required
38. Requesting NHS Mailbox searches and system access audit trails, reviewing findings, redacting information, and applying relevant exemptions where applicable.
39. Maintaining Subject Access Request (SAR) documentation in line with the retention schedule, ensuring review and appraisal process, especially where Department hold the only version of a restricted document.
40. To direct, engage and motivate Health Records Services management team and staff to ensure that all staff are trained to a high standard, deployed effectively with individual performance reviewed and development managed and supported.
41. To ensure that effective processes are in place to manage risk, issues and incidents relating to health records services including acting as Trust level NHSLA representative for health records lead on Trust wide Information Governance.
42. To ensure that processes are adhered to provide robust and timely data through the Trust PAS and CWP system and any other information systems used within the departments managed.
43. To ensure all functions of the service is managed effectively working closely with clinicians to ensure timely and accurate data is entered / presented as part of the Trust wide implementation of Electronic Patient Record (IEPR).
44. To be able to respond in the event of a Major Incident and implement major incident plans within health records services. To facilitate Trust wide cascade procedures through the Trust switchboard.
45. To ensure business continuity processes are in place and that these are effective in order to support clinical service dependency on the Trust wide Electronic Patient Record for clinic management.
46. Oversee the work of suppliers to ensure they deliver effective services for health records services to the organisation.
47. To ensure that any complaints/issues relating health records services including the administrative functions of the Trust are managed in line with Trust policies and procedures and are used to inform improvements in practice with escalation where appropriate to Divisional Governance Group.
For a full list of duties, please read through the attached job description and personal specification
If you would like an informal discussion regarding this post, please dont hesitate to contact Sarah Beards Health Records Services Manager Email: sarah.beards@nhs.net Contact Number: 01902 6985767
