Health Records Disclosure Assistant / Copier

Job description

Job responsibilities

Post Details

Job Title: Disclosure Assistant / Copier Clerk

Grade: Agenda for Change Band 2

Responsible to: Disclosure Officers

Your role is that of a generic Health Records Officer, and although you may be based in a specific section, with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties required in all areas of health records work.

This is to ensure the continuity of services provided, as it is occasionally necessary for Health Records Officers to be transferred between sections, if this is in the interests of the overall Service 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

Working Relationships

Disclosure Section hClinical Secretaries

All Health Records Staff iPhotocopier Company

Trust and Departmental Induction hFire Training

Manual Handling hHealth & Safety

Any training courses relevant to job

To support the Disclosure Officers in the provision of an efficient and effective service

To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy

To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.

Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.

Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.

Count copies and ensure quality checks are undertaken on photocopies / re-prints produced, as both original and copies are legal documents.

Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn.

To identify patients on the Trusts Patient Administration System (PAS) by locating their hospital or any other numbers on that system

Retrieve and return health records to correct location using the tracking system.

To ensure the confidentiality of information contained in patient records is maintained at all times.

Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust

Liaise with Photocopier Company / IT regarding levels of stock, replacement parts and general maintenance issues.

In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality

Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy

All of the above will be identified to you by your Line Manager on induction to the Trust and subsequent training, you then have a personal responsibility to keep appraised of changes/updates to policy/procedures as and when advised accordingly.

N.B. This job description may need to be revised as the Hospital develops, any amendments will only be made after discussion with the post holder.

Service Profile

Accident & Emergency Reception - receiving and booking in all emergency patients following accidents and/ or sudden illness.

Disclosure of Information Section - deals with disclosure to all authorised individuals or agencies under the terms of the General Data Protection Regulations 2018 and the Access to Health Records Act 90 including:

Patients and/or their Representatives

Solicitors

Police, Courts, Coroners

Criminal Investigation Compensation Authority (CICA)

Department of Social Security, including Benefits Agency, War

Pensions etc

Other authorised NHS bodies i.e. General Medical Council

Professional guidance/advice to clinical staff across the Trust, on standards, disclosure, confidentiality, data protection, and all issues relating to Patients health records including compliance with legal retention periods and national guidance on public record keeping.

Person Specification

Attention to detail. Good standard of education

Desirable

• Relevant qualifications
• Relevant experience
• Understanding of Confidentiality

Experience, qualifications and good standard of education

Essential

• Ability to work to tight deadlines
• Keyboard Skills and knowledge of general IT packages
• Communicate effectively with people at all levels by telephone and in person
• Work without direct supervision
• Flexible approach to working

Desirable

• Understanding the importance of confidentiality
• Experience of working with large filing systems
• Working under pressure

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Gateshead Health NHS Foundation Trust

Address

Queen Elizabeth Hospital

Sheriff Hill

Gateshead

NE9 6SX

Employer's website

https://www.qegateshead.nhs.uk (Opens in a new tab)