Job summary
The post holder will be responsible for providing a comprehensive administrative and clerical support system to the Pre Op Assessment Team in Bolton.
Duties will include storage, retrieval and preparation of case notes to support both inpatient and outpatient episodes for elective care, customer service, booking appointments, reception, patient registration and data input.
The post holder will be expected to work flexibly but to agreed service standards and be involved in the implementation of new working practices.
Based at Bolton One, the role may include travel to other sites were notes, reception services or other clerical functions are provided.
Main duties of the job
- Timely production of clinic lists to capture as many booked appointments as possible and check for completeness against master list.
- Identify, locate and retrieve all case notes stored in filing areas.
- Request any case notes tracked to areas within and outside the Bolton One allowing sufficient time for retrieval.
- Locate and retrieve (pull) case notes tracked to departments and secretaries across the Bolton One
- Once pulled, case notes checked against original list and track appropriately.
- Case notes prepared in accordance with Pre Op Assessment Standards
- Case notes dispatched to Ward and Department areas within the Trust once pre op assessment is complete.
About us
Adhere to Trust and departmental policies and procedures.
Maintain a safe environment for yourself and others, taking reasonable care to avoid injury.
Keep up-to-date with legal matters that may arise during the course of duty
All employees have a duty to report any accidents, complaints, defects in equipment, near misses and untoward incidents, following Trust procedure.
Working within the trust you may gain knowledge of confidential matters which may include personal and medical information about patients and staff. Such information must be considered strictly confidential and must not be discussed or disclosed. Failure to observe this confidentiality could lead to disciplinary action being taken against you.
All employees are reminded about the importance of Data Quality and staff should make themselves aware of both departmental and corporate objectives for Data Quality
You are expected to comply with relevant Bolton NHS Foundation Trust codes of conduct and accountability.
You must comply with all relevant policies, procedures and training on infection prevention and control.
You must comply with all relevant policies, procedures and training on safeguarding and promoting the welfare of children and vulnerable adults.
You must comply with all relevant policies, procedures and training on valuing diversity and promoting equality.
All employees have a duty to attend all mandatory training sessions as required by the Trust.
Job description
Job responsibilities
- Timely production of clinic lists to capture as many booked appointments as possible and check for completeness against master list.
- Identify, locate and retrieve all case notes stored in filing areas.
- Request any case notes tracked to areas within and outside the Bolton One allowing sufficient time for retrieval.
- Locate and retrieve (pull) case notes tracked to departments and secretaries across the Bolton One
- Once pulled, case notes checked against original list and track appropriately.
- Case notes prepared in accordance with Pre Op Assessment Standards
- Case notes dispatched to Ward and Department areas within the Trust once pre op assessment is complete.
- If case notes not located, information passed to Health records Supervisor/Co-Ordinator.
- Provide a high quality service to patients, Trust staff, Ensure request for reports and information are forwarded to appropriate consultant.
- Ensure all statutory deadlines are met in the provision of those records and reports.
- Maintain knowledge of filing systems and ability to file casenotes in correct location
- Understand importance of accurate and timely filing
- Ensuring casenotes are stored and transported securely at all times, and policies and procedures relating to filing are followed at all times.
- Ensure all case notes leaving the department are presentable, tidy and complete in accordance with Health Records Standards.
- When casenotes are released to other areas take great care to ensure all test results are available and in the correct casenotes which will require a high degree of concentration.
- Policies and procedures relating to casenote storage and care must be followed closely at all times.
- Maintain courier service between Health Records and other wards/departments across the Trust.
- Take responsibility for the confidentiality and security of all patient records and computerised data within the department.
- Awareness of government guidelines and local polices for the retention and destruction of notes.
- Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
- Retrieving and printing electronic documents
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection
- If casenotes are not in main storage areas use tracking system to locate and request where necessary
- Log on to Extramed system and LE2.2 to check and update screen on a regular basis for new patients ensuring the provision of notes as per Health Records Standards.
Job description
Job responsibilities
- Timely production of clinic lists to capture as many booked appointments as possible and check for completeness against master list.
- Identify, locate and retrieve all case notes stored in filing areas.
- Request any case notes tracked to areas within and outside the Bolton One allowing sufficient time for retrieval.
- Locate and retrieve (pull) case notes tracked to departments and secretaries across the Bolton One
- Once pulled, case notes checked against original list and track appropriately.
- Case notes prepared in accordance with Pre Op Assessment Standards
- Case notes dispatched to Ward and Department areas within the Trust once pre op assessment is complete.
- If case notes not located, information passed to Health records Supervisor/Co-Ordinator.
- Provide a high quality service to patients, Trust staff, Ensure request for reports and information are forwarded to appropriate consultant.
- Ensure all statutory deadlines are met in the provision of those records and reports.
- Maintain knowledge of filing systems and ability to file casenotes in correct location
- Understand importance of accurate and timely filing
- Ensuring casenotes are stored and transported securely at all times, and policies and procedures relating to filing are followed at all times.
- Ensure all case notes leaving the department are presentable, tidy and complete in accordance with Health Records Standards.
- When casenotes are released to other areas take great care to ensure all test results are available and in the correct casenotes which will require a high degree of concentration.
- Policies and procedures relating to casenote storage and care must be followed closely at all times.
- Maintain courier service between Health Records and other wards/departments across the Trust.
- Take responsibility for the confidentiality and security of all patient records and computerised data within the department.
- Awareness of government guidelines and local polices for the retention and destruction of notes.
- Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
- Retrieving and printing electronic documents
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection
- If casenotes are not in main storage areas use tracking system to locate and request where necessary
- Log on to Extramed system and LE2.2 to check and update screen on a regular basis for new patients ensuring the provision of notes as per Health Records Standards.
Person Specification
Qualification
Essential
- Good general education standard's including English C or above
Desirable
- Admin/ Clerical Qualification
Experience & Knowledge
Essential
- Experience in an Admin Environment
- Customer Service Skills
- Willing to undertake training
Skills
Essential
- Patient focussed approach to work
- Flexible working hours, punctual and reliable
- Able to work alone or as part of a team
- Able to work unfder pressure and meet deadlines and targets
- Able to work to high standards with good attention to detail
- Excellent written and verbal skills
Person Specification
Qualification
Essential
- Good general education standard's including English C or above
Desirable
- Admin/ Clerical Qualification
Experience & Knowledge
Essential
- Experience in an Admin Environment
- Customer Service Skills
- Willing to undertake training
Skills
Essential
- Patient focussed approach to work
- Flexible working hours, punctual and reliable
- Able to work alone or as part of a team
- Able to work unfder pressure and meet deadlines and targets
- Able to work to high standards with good attention to detail
- Excellent written and verbal skills
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).
