Dartford and Gravesham NHS Trust

Staff Bank Clerical Officer - Health Records

This job is now closed

Job summary

The Health Records department at Dartford & Gravesham NHS Trust is recruiting candidates to join the Trust's Staff Bank as Band 2 Administrators with a view to supporting the Health Records electronic scanning teams based at Darent Valley Hospital.

The Trust started its transition to Electronic Health Records with an in-house BS1008 accredited Scanning Bureau in 2015. It has maintained this accreditation each year and is now in the final stage of deployment to all specialties.

We are looking for candidates with previous experience in an administrative role preferably in the public sector and strong IT skills.

Candidates should be aware that the role involves moving heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.

General knowledge of Health Records functions would be an advantage.

Main duties of the job

Key areas of responsibility will be:-

Participating in all day-to-day scanning and scanning preparation duties.

Meeting deadlines and targets for scanning outputs

Perform QA and QC checks

Destruction of records in line with Trust policies and procedures

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities.

If you are considering applying for a role at Dartford and Gravesham NHS Trust, please be aware that as a worker within the NHS, you may have contact with vulnerable service users. Due to the government regulations for mandatory vaccinations for COVID-19 for NHS employees, it has been necessary to take significant steps to protect the health and safety of our staff and our patients. In order to comply with our duty of care, we require all of our staff to be fully vaccinated against COVID-19. Your vaccination status will be a condition of your employment and evidence of vaccination will be obtained during the recruitment process, unless you are medically exempt.

Date posted

02 February 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£11.45 an hour £11.45 per hour

Contract

Bank

Working pattern

Flexible working

Reference number

252-5374780-E

Job locations

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Job description

Job responsibilities

Scanning Preparation

Preparing Health Records so they are suitable for scanning, including removing staples, booklet spines, sellotaped attachments and any other obstructions to the scanner or the scanned image.

Identifying documents which are unsuitable for scanning, including large documents and poor quality documents as detailed within the associated procedures.

Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.

Move heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.

Scanning

Using scanning software, appropriately create traceable batches to scan documents into.

Scan Health Records with state of the art scanners to provide high quality output.

Perform scheduled cleaning and upkeep on the scanners to maintain consistent image quality.

Quality Assurance and Logs

To use various log sheets to track ownership of activities performed during the prepping and scanning processes for each batch of Health Records. These will require some data entry.

QA checks will be performed as required at different points of the digitisation process to ensure quality remains consistently high, reducing Quality Control requirements.

QA checks will require fault finding and problem solving skills to identify and resolve issues with scanning quality. These will include building an understanding of acceptable and unacceptable scanning quality under BIP 10008:2008 standard by the British Standard Institute. Training and support material will be provided as a matter of course.

Health Records Prep

Self-upload Referral Letter for clinics.

Finding & distributing Health Records required for Emergency and booked patient admissions.

Communicate with Reception, Clinic and Ward staff; keeping them informed and updated about requests for Health Records.

A small number of routine work procedures supported through on the job training.

Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.

Library

Run the Clinic reports.

Ordering notes from offsite storage.

Filing Loose Filling into Health Records that are in file.

Self-Upload Loose Filling that cant be added to patient Health records

Ensure the tracking is correct on the Health Records once received back to the department.

Destroy hard copies of scanned records in accordance with SOPs and required retention periods

Deal with the day to day management of the Health Records being received in to Health Records department.

Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.

Job description

Job responsibilities

Scanning Preparation

Preparing Health Records so they are suitable for scanning, including removing staples, booklet spines, sellotaped attachments and any other obstructions to the scanner or the scanned image.

Identifying documents which are unsuitable for scanning, including large documents and poor quality documents as detailed within the associated procedures.

Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.

Move heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.

Scanning

Using scanning software, appropriately create traceable batches to scan documents into.

Scan Health Records with state of the art scanners to provide high quality output.

Perform scheduled cleaning and upkeep on the scanners to maintain consistent image quality.

Quality Assurance and Logs

To use various log sheets to track ownership of activities performed during the prepping and scanning processes for each batch of Health Records. These will require some data entry.

QA checks will be performed as required at different points of the digitisation process to ensure quality remains consistently high, reducing Quality Control requirements.

Health Records Prep

Self-upload Referral Letter for clinics.

Finding & distributing Health Records required for Emergency and booked patient admissions.

Communicate with Reception, Clinic and Ward staff; keeping them informed and updated about requests for Health Records.

A small number of routine work procedures supported through on the job training.

Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.

Library

Run the Clinic reports.

Ordering notes from offsite storage.

Filing Loose Filling into Health Records that are in file.

Self-Upload Loose Filling that cant be added to patient Health records

Ensure the tracking is correct on the Health Records once received back to the department.

Destroy hard copies of scanned records in accordance with SOPs and required retention periods

Deal with the day to day management of the Health Records being received in to Health Records department.

Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.

Person Specification

Education and Training

Essential

English & Maths Qualifications
NVQ Level 2 or 5 GCSE'S A-C Grades or Relevant experience

Desirable

Basic I.T. qualification

Knowledge

Essential

Basic knowledge of MS Excel and MS Word
Understanding and awareness of confidentiality responsibilities when handling personal information
Basic Outlook knowledge or knowledge of other email providers

Desirable

Knowledge of the Data Protection Act
Knowledge of a hospital environment

Experience

Essential

Proven previous experience working within an administrative role
Experience in handling confidential documentation in a professional environment

Desirable

Proven previous experience working within an administrative role within the public sector
Experience of using a patient access system

Person Specification

Education and Training

Essential

English & Maths Qualifications
NVQ Level 2 or 5 GCSE'S A-C Grades or Relevant experience

Desirable

Basic I.T. qualification

Knowledge

Essential

Basic knowledge of MS Excel and MS Word
Understanding and awareness of confidentiality responsibilities when handling personal information
Basic Outlook knowledge or knowledge of other email providers

Desirable

Knowledge of the Data Protection Act
Knowledge of a hospital environment

Experience

Essential

Proven previous experience working within an administrative role
Experience in handling confidential documentation in a professional environment

Desirable

Proven previous experience working within an administrative role within the public sector
Experience of using a patient access system

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.

Employer details

Employer name

Dartford and Gravesham NHS Trust

Address

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Employer's website

https://www.dgt.nhs.uk/working-for-us (Opens in a new tab)

Employer details

Employer name

Dartford and Gravesham NHS Trust

Address

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Employer's website

https://www.dgt.nhs.uk/working-for-us (Opens in a new tab)