Job summary
We have a fantastic opportunity within our library team within the Health Records Department.
Key elements of the role include retrieving patient medical records to colleagues from across the Trust, ensuring tracking records using IT systems.
Main duties of the job
Your role is that of a generic Health Records Library Clerical Officer and although you may be based in the main library with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties in all areas of Health Records library work. This will include receiving appropriate training to be able to work in the secondary store area.
This is to ensure the continuity of services provided, as it is occasionally necessary for Health Records Library Officers to be transferred between sections if this is in the interests of the overall services provided to the Trust.
In support of good quality patient/client care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
- Ensure all patient records are retrieved for clinic appointments.
- Retrieve patient records from secretaries and other Departments when requested by Emergency Care Units.
- Deal with telephone enquiries Out of Hours.
- Provide records to all wards, departments and other hospitals.
- Ensure all requests for records are validated and release is only to authorised personnel.
- Case note collection, record and date the collection roster.
- Adhere to case note tracking procedures.
- Ensure comprehensive search for any identified misfiles following department misfile procedure.
- Provide statistical information to the Team Leader on a weekly basis relating to your individual workload.
- Keep Library tidy at all times and remove paperclips, debris etc from the tracking area in relation to Health & Safety policies and procedures.
- Provide cover for secondary.
- Any other ad hoc duties as requested by the Library Team Leader/Deputy Manager.
- To provide an efficient and effective service in all areas of work and responsibility.
- Strive to improve the quality and condition of patients health records, and identify areas where improvements could be made.
- To maintain patient confidentiality and security of health records at all times and report any concerns relating to either to the Library Team Leader.
- Contribute to the continued health, safety and welfare of not only yourself, but also that of colleagues and patients, by ensuring that you adhere to the Health & Safety policy/procedures at all times.
- Ensure that you are kept fully appraised of the content and requirements of all Trust and Department policies and procedures that affect your area of work.
- Training and supporting new staff within the department, in the role of a mentor therefore enabling all staff to have skills and knowledge to support the whole function of the Library team.
- Undertake any other duties appropriate to the post as required by the Health Records Manager.
Job description
Job responsibilities
- Ensure all patient records are retrieved for clinic appointments.
- Retrieve patient records from secretaries and other Departments when requested by Emergency Care Units.
- Deal with telephone enquiries Out of Hours.
- Provide records to all wards, departments and other hospitals.
- Ensure all requests for records are validated and release is only to authorised personnel.
- Case note collection, record and date the collection roster.
- Adhere to case note tracking procedures.
- Ensure comprehensive search for any identified misfiles following department misfile procedure.
- Provide statistical information to the Team Leader on a weekly basis relating to your individual workload.
- Keep Library tidy at all times and remove paperclips, debris etc from the tracking area in relation to Health & Safety policies and procedures.
- Provide cover for secondary.
- Any other ad hoc duties as requested by the Library Team Leader/Deputy Manager.
- To provide an efficient and effective service in all areas of work and responsibility.
- Strive to improve the quality and condition of patients health records, and identify areas where improvements could be made.
- To maintain patient confidentiality and security of health records at all times and report any concerns relating to either to the Library Team Leader.
- Contribute to the continued health, safety and welfare of not only yourself, but also that of colleagues and patients, by ensuring that you adhere to the Health & Safety policy/procedures at all times.
- Ensure that you are kept fully appraised of the content and requirements of all Trust and Department policies and procedures that affect your area of work.
- Training and supporting new staff within the department, in the role of a mentor therefore enabling all staff to have skills and knowledge to support the whole function of the Library team.
- Undertake any other duties appropriate to the post as required by the Health Records Manager.
Person Specification
Skills and Knowledge
Essential
- Excellent communication and interpersonal skills [face-to-face and telephone].
- Proven IT Skills [Microsoft suite Outlook, Word and Excel].
- Ability to organize workloads and prioritize duties.
Desirable
- Understanding the importance of patient confidentiality and respecting the rights of the patient & staff.
Experience
Essential
- Working to tight deadlines
- Customer focused
- Experience of working as part of a team
Qualifications
Essential
- NVQ Level 2 experience or equivalent in administrative processes
Disposition
Essential
- Ability to work without direct supervision.
- Ability to work well under pressure and maintain composure in demanding situations.
- Flexible attitude to changing environments.
- Positive can-do attitude to problem solving
Person Specification
Skills and Knowledge
Essential
- Excellent communication and interpersonal skills [face-to-face and telephone].
- Proven IT Skills [Microsoft suite Outlook, Word and Excel].
- Ability to organize workloads and prioritize duties.
Desirable
- Understanding the importance of patient confidentiality and respecting the rights of the patient & staff.
Experience
Essential
- Working to tight deadlines
- Customer focused
- Experience of working as part of a team
Qualifications
Essential
- NVQ Level 2 experience or equivalent in administrative processes
Disposition
Essential
- Ability to work without direct supervision.
- Ability to work well under pressure and maintain composure in demanding situations.
- Flexible attitude to changing environments.
- Positive can-do attitude to problem solving
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).
