Job summary
We are looking to recruit a full time member of staff to complement our existing Health Records team to work cross site between Southlands and Worthing. Health Records is responsible for the maintenance, preparation and prompt delivery of patients' case notes for their outpatient appointments as well as the administration of emergency admissions to the hospital.
The post holder is responsible for the maintenance of the health records and the preparation, maintenance and scanning of patient case notes for outpatient and emergency and elective admissions.
Main duties of the job
We are currently looking to recruit a Health Records Clerk to join the Health Records Department at the Southlands site of University Hospitals Sussex Foundation Trust, with the possibility of needing to work at the Worthing site if required.
Health Records operates a 24 hour service across our current 3 hospitals sites; Worthing, Southlands and Chichester, and is undergoing many changes following the introduction of digital records, and more recently the merge with both Royal Sussex County Hospital & Princess Royal Hospital, to create the new UHSussex Trust.
We require applicants who are highly motivated, able to work under the pressure of deadlines, adaptable, quick to learn a variety of tasks, and possess good communication skills.
Knowledge of computer systems in addition to evidence of recent clerical experience is essential and working in a healthcare setting would be an advantage.
This can be a physical role involving the manual handling of case notes.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do. We look forward to receiving your application and the start of your journey with UHSussex.
Job description
Job responsibilities
- Communications and Relationship skills
- To deal with enquiries in an efficient, polite and courteous manner, providing a caring and helpful service to patients, staff and the public.
- Analytical and Judgemental skills
- To establish the nature of a request for patient health records and process in accordance with office procedures.
- To prioritise workload to ensure patient health records are available to clinicians when attending the hospital for treatment, within agreed departmental timescales.
- Planning and Organisational skill
- To facilitate the administration of the Emergency Admissions team, Elective admissions and Outpatient clinics by locating, preparing and delivering patient casenotes and related documentation to the wards, Accident and Emergency Department and designated outpatient clinics to agreed departmental timescales.
- To participate in local rota arrangements for covering bank holiday duties as agreed with line manager.
- Patient/ Client Care
- To undertake to ensure the availability of the patients health records in accordance with departmental procedures, maintaining accuracy and compliance of the system to facilitate a reliable and efficient access 24/7.
- To send and receive health records to and from other designated sites as requested on a daily basis prioritising urgent requests
- Policy and Service Development Implementation
- To comply with all departmental procedures to ensure the provision of an accurate and consistent service throughout the department.
Job description
Job responsibilities
- Communications and Relationship skills
- To deal with enquiries in an efficient, polite and courteous manner, providing a caring and helpful service to patients, staff and the public.
- Analytical and Judgemental skills
- To establish the nature of a request for patient health records and process in accordance with office procedures.
- To prioritise workload to ensure patient health records are available to clinicians when attending the hospital for treatment, within agreed departmental timescales.
- Planning and Organisational skill
- To facilitate the administration of the Emergency Admissions team, Elective admissions and Outpatient clinics by locating, preparing and delivering patient casenotes and related documentation to the wards, Accident and Emergency Department and designated outpatient clinics to agreed departmental timescales.
- To participate in local rota arrangements for covering bank holiday duties as agreed with line manager.
- Patient/ Client Care
- To undertake to ensure the availability of the patients health records in accordance with departmental procedures, maintaining accuracy and compliance of the system to facilitate a reliable and efficient access 24/7.
- To send and receive health records to and from other designated sites as requested on a daily basis prioritising urgent requests
- Policy and Service Development Implementation
- To comply with all departmental procedures to ensure the provision of an accurate and consistent service throughout the department.
Person Specification
Qualification
Essential
- Good general education including English and Maths GCSE or equivalent
Desirable
- NVQ or equivalent experience
- Knowledge of scanning
- Knowledge of a local patient administration system
Experience
Essential
Desirable
- Experience of working in a confidential environment (including telephone contact)
Skills
Essential
- Articulate - able to communicate clearly - verbally and written
- Accuracy - an eye for detail
- High standards of interpersonal relationships working in a team environment
- Display a flexible approach to work and the ability to cope with changes in the environment
Analytical and Judgmental
Essential
- Ability to use initiative
- Ability to manage and prioritise workload
Planning and Organisational
Essential
- Ability to work under pressure
- Ability to work to and meet deadlines
Patient/Client Care
Essential
- Demonstrate an understanding of patient confidentiality
Desirable
- Knowledge of working in a health care setting
Policy & Service Development
Essential
- Ability to understand and review departmental procedures
- Willing to follow procedures and instructions
Desirable
- Ability to teach / train new staff
Information Resources/IT
Essential
- Ability to understand new systems and comply with changes to working practices
Desirable
- Experience of Microsoft Excel and Word
- Knowledge of data input and use of database
Personal Qualities
Essential
- Team worker, ability to work autonomously
- Smart dress, neat and tidy appearance, articulate
- Honesty and integrity, mature and caring disposition, empathy and sensitivity
EDI
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Qualification
Essential
- Good general education including English and Maths GCSE or equivalent
Desirable
- NVQ or equivalent experience
- Knowledge of scanning
- Knowledge of a local patient administration system
Experience
Essential
Desirable
- Experience of working in a confidential environment (including telephone contact)
Skills
Essential
- Articulate - able to communicate clearly - verbally and written
- Accuracy - an eye for detail
- High standards of interpersonal relationships working in a team environment
- Display a flexible approach to work and the ability to cope with changes in the environment
Analytical and Judgmental
Essential
- Ability to use initiative
- Ability to manage and prioritise workload
Planning and Organisational
Essential
- Ability to work under pressure
- Ability to work to and meet deadlines
Patient/Client Care
Essential
- Demonstrate an understanding of patient confidentiality
Desirable
- Knowledge of working in a health care setting
Policy & Service Development
Essential
- Ability to understand and review departmental procedures
- Willing to follow procedures and instructions
Desirable
- Ability to teach / train new staff
Information Resources/IT
Essential
- Ability to understand new systems and comply with changes to working practices
Desirable
- Experience of Microsoft Excel and Word
- Knowledge of data input and use of database
Personal Qualities
Essential
- Team worker, ability to work autonomously
- Smart dress, neat and tidy appearance, articulate
- Honesty and integrity, mature and caring disposition, empathy and sensitivity
EDI
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
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.
