Job summary
We are looking for energetic and enthusiastic people to join our very busy Medical Records department.The successful candidate will have a flexible attitude, be methodical, a committed team player, able to work under pressure and to meet deadlines, and have excellent customer service skills at all levels. An eye for detail is essential, particularly for numbers and names.
The Medical Records Department and the wider Trust is about to go through a large change in the way we manage our patients Medical Record moving from paper based records to digital meaning this is an exciting time to join the Medical Records Team. There will be a variety of tasks included in the role to ensure the smooth running of the department such as locating records from around the Trust, delivering of records, boxing up of records to send to an offsite scanning provider as well as scanning records internally.
There will be some physical aspects to the role that are essential to all roles within the department. You will have recent general clerical and office experience including proven computer and keyboard skills. These roles are for a fixed term period until March 2023.
The Medical Records Department offers a 24-hour, 7-days a week service to the trust. You may be required to cover for colleagues absences throughout the department, which may be alternative shifts to your regular routine and will also be required to cover bank holidays on a Rota basis.
Main duties of the job
To provide a comprehensive and accurate Medical Records Service to the Trust ensuring patients medical history is available for all patient attendances.
Locate and collate paper records for all patient attendances.
Deliver and retrieve paper records from locations around the Trust site
Re-file paper records back into the Medical Records Library
Scan paper records onto the Trusts clinical systems
Box up paper records to be collected and scanned by an offsite partner.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Respect
Integrity
Courageous
Accountable
Thank you for your interest in applying for a position at NGH. It is important that you are aware that it is now a requirement to be full vaccinated by the 31st March 2022 for all patient facing roles and any role that is situated in a patient facing area. This means that you will need to have had your first dose of vaccine by the 3rd February 2022 and your second dose of vaccine by the 1st April 2022. If you have any further queries or require any further information please e mail NGH Recruitment at ngh-tr.hr.servicecentre@nhs.net
Job description
Job responsibilities
Locate, retrieve and collate Medical Records from the library and other storage areas in preparation for Outpatient appointments and planned procedures.
Respond immediately to ad hoc short notice requests for Medical Records from for example A&E, emergency appointments and emergency admissions and locate and deliver the records as necessary.
Use the Trusts clinical systems as well as physical methods to locate Medical Records and ensure they are provided to the relevant clinical area in the agreed timescale to minimise any clinical risk.
Use vital customer service and communication skills to retrieve Medical Records from areas outside of the Medical Records department such as clinical areas and other administration departments.
Utilise both email and verbal methods of communication to ensure the accurate and timely Medical Records service is maintained at all times.
Undertake physical searches of departments where required to retrieve Medical Records from areas around the Trust.
Use manual and electric trollies to transport Medical Records around the Trust and back to the Medical Records department.
Use the Trusts electronic document management system (EDMS) to produce cover sheets and manifests relevant to the boxing up of files to be scanned by the Trusts scanning partner.
Ensure clinics to be scanned by the Trusts scanning partner are securely boxed up in a timely manner to meet strict service level agreements.
Return paper Medical Records back to the Medical Records library accurately in order to ensure the availability of the Medical Record for future attendances.
Prepare and provide individual clinical encounter packs for clinics where a Medical Record is no longer in paper format.
Job description
Job responsibilities
Locate, retrieve and collate Medical Records from the library and other storage areas in preparation for Outpatient appointments and planned procedures.
Respond immediately to ad hoc short notice requests for Medical Records from for example A&E, emergency appointments and emergency admissions and locate and deliver the records as necessary.
Use the Trusts clinical systems as well as physical methods to locate Medical Records and ensure they are provided to the relevant clinical area in the agreed timescale to minimise any clinical risk.
Use vital customer service and communication skills to retrieve Medical Records from areas outside of the Medical Records department such as clinical areas and other administration departments.
Utilise both email and verbal methods of communication to ensure the accurate and timely Medical Records service is maintained at all times.
Undertake physical searches of departments where required to retrieve Medical Records from areas around the Trust.
Use manual and electric trollies to transport Medical Records around the Trust and back to the Medical Records department.
Use the Trusts electronic document management system (EDMS) to produce cover sheets and manifests relevant to the boxing up of files to be scanned by the Trusts scanning partner.
Ensure clinics to be scanned by the Trusts scanning partner are securely boxed up in a timely manner to meet strict service level agreements.
Return paper Medical Records back to the Medical Records library accurately in order to ensure the availability of the Medical Record for future attendances.
Prepare and provide individual clinical encounter packs for clinics where a Medical Record is no longer in paper format.
Person Specification
Qualifications
Essential
Desirable
- English GCSE C+
- IT Qualification
Experience
Essential
- Recent Admin/Clerical experience
- Customer service experience
- MS Office Experience
Desirable
- Knowledge of PAS systems
- Experience of working within an NHS organisation
- Previous experience of scanning documents
Skills
Essential
- Effective communication skills
- Organisational Skills
- Enthusiastic and Motivated
Desirable
- Flexible attitude
- Willing to learn new skills
Personal Qualities
Essential
- Ability to handle physical aspects of role
- Concentration/Attention to detail
- Team Player
Person Specification
Qualifications
Essential
Desirable
- English GCSE C+
- IT Qualification
Experience
Essential
- Recent Admin/Clerical experience
- Customer service experience
- MS Office Experience
Desirable
- Knowledge of PAS systems
- Experience of working within an NHS organisation
- Previous experience of scanning documents
Skills
Essential
- Effective communication skills
- Organisational Skills
- Enthusiastic and Motivated
Desirable
- Flexible attitude
- Willing to learn new skills
Personal Qualities
Essential
- Ability to handle physical aspects of role
- Concentration/Attention to detail
- Team Player
Additional information
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).
