Job summary
The Health Records team at Bolton NHS Foundation Trust has an opportunity for an enthusiastic, motivated and flexible individual looking for a challenge in a post that is both interesting and varied to join our team.
You should have the ability to work flexibly to meet the needs of the service, including covering for colleagues during absence and annual leave.
The role is physically demanding and you will be responsible primarily for providing a notes provision service, whilst additionally completing all associated administrative tasks to ensure our patients receive an excellent first impression, you will ensure all necessary data is recorded.
Main duties of the job
You will be required to retrieve case notes from within the health records library or from areas across the Trust site, which may require the lifting of boxes and pushing of trolleys up and down corridors.
Duties will include storage and retrieval of case notes, provision of an emergency notes service, case note preparation for clinics and elective admissions, dealing with enquiries, filing, use of LE2.2, customer service. The post holder will also be expected to be involved in the implementation of new working practices.
You will be expected to have excellent communication and interpersonal skills and the desire to work in a patient focussed environment. You will also need to have good IT and organisational skills, with the ability to deal sensitively and confidently with people, both face to face and over the telephone, as well as work effectively as part of the team. The ability to work under pressure to meet deadlines is essential.
You will also need to be able to work using your own initiative and without direct supervision.
The ideal candidate will have knowledge and experience of working in a similar environment.
About us
Based just off the M61, twenty minutes from the centre of Manchester and with excellent transport links to the rest of the North West, we are a forward thinking Foundation Trust.
Royal Bolton Hospital has a catchment population of approx 350,000 people.
The aims of this Trust are to improve the health of our people and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We are striving to recruit a workforce that reflects the communities in which we serve. Staff are valued and we can offer excellent opportunities for further training and development.
The vision of this Trust is to be recognised by the people of Bolton and beyond as an excellent provider of health and care services and a great place to work. We are striving to attract, recruit and retain high calibre staff which reflect our communities. We are an inclusive employer who trains and develops our staff in a positive learning environment. We aim to be inclusive and therefore applications from all sectors of the community are welcomed.
Job description
Job responsibilities
- Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
- Maintain knowledge of filing systems and ability to file case notes in correct location. Understand importance of accurate and timely filing.
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track case notes and file in date order in appropriate bins for collection.
- If case notes are not in main storage areas use tracking system to locate and request where necessary.
- Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or case notes either manually or electronically.
- Update LE2.2 tracking system to show location and current status of case notes in relation to document management.
- Ensure Case notes are prepared in accordance with Health Records Standards.
- Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.
- Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
- Provide a high quality service to patients, Trust staff, other hospitals, Government departments, solicitors and independent medical examiners in respect of the provision of records.
- Record all requests on Medical Legal database ensuring completeness and accuracy.
- Identify relevant section of case notes for photocopying
Job description
Job responsibilities
- Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
- Maintain knowledge of filing systems and ability to file case notes in correct location. Understand importance of accurate and timely filing.
- When dealing with elective admissions prioritise allocated days work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track case notes and file in date order in appropriate bins for collection.
- If case notes are not in main storage areas use tracking system to locate and request where necessary.
- Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or case notes either manually or electronically.
- Update LE2.2 tracking system to show location and current status of case notes in relation to document management.
- Ensure Case notes are prepared in accordance with Health Records Standards.
- Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.
- Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
- Provide a high quality service to patients, Trust staff, other hospitals, Government departments, solicitors and independent medical examiners in respect of the provision of records.
- Record all requests on Medical Legal database ensuring completeness and accuracy.
- Identify relevant section of case notes for photocopying
Person Specification
Education/Qualifications
Essential
- English and Maths GCSE or Equivalent Grade C or above
Desirable
- Administration/Customer Service Qualification
Experience & Knowledge
Essential
- Experience in an administrative environment, Customer Service Skills, Knowledge of Data Protection Act/General Data Protection Regulations
Desirable
- Medical Records experience, Experience in a busy hospital/ NHS setting
Skills
Essential
- Ability to work under pressure to meet deadlines and targets, Accurate filing skills, Willing to be flexible around tasks and working hours, Ability to prioritise workload, Ability to work to standards and with a good level of attention to detail.
Desirable
- Show willingness to adapt to change
Person Specification
Education/Qualifications
Essential
- English and Maths GCSE or Equivalent Grade C or above
Desirable
- Administration/Customer Service Qualification
Experience & Knowledge
Essential
- Experience in an administrative environment, Customer Service Skills, Knowledge of Data Protection Act/General Data Protection Regulations
Desirable
- Medical Records experience, Experience in a busy hospital/ NHS setting
Skills
Essential
- Ability to work under pressure to meet deadlines and targets, Accurate filing skills, Willing to be flexible around tasks and working hours, Ability to prioritise workload, Ability to work to standards and with a good level of attention to detail.
Desirable
- Show willingness to adapt to 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.
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).
