Health Records Assistant - F&D

Job description

Job responsibilities

Key results from the job holder

General housekeeping, liaising with Trust colleagues, exchanging information within guidelines and also responding and reacting accordingly where any ad hoc duties arise is the main job role. It is also crucial to take operational responsibility for facilitating an all round quality Health Records service for the Trust and to support the provision of Health Records for the A&E department.

The provision of Health Records in line with Trust and National policies and guidance

To file, retrieve and maintain Health Records and or X-rays in accordance with local Trust policies / National policies and standards.

Required to plan, organise and prioritise own daily workload by using organisational awareness and understanding of how Health Records are used and travel around the Trust sites.

Co-ordinate and respond to requests from varying sources using own judgement and initiative.

To adhere to good housekeeping guidance whilst making effective use of available storage and where necessary implementing solutions to improve efficiency.

Deal with electronic, telephone and written queries prioritising each individual request.

To be involved in repetitive physical activity involving the movement and distribution of Health Records throughout the Trust

To rotate between the departmental sites transferring general skills in line with service demands within each Health Records Library

Planning and Organisational Duties

To be able to plan and prioritise in line with service demands whilst assisting colleagues to meet departmental requirements associated with Governance, Quality Standards and other targets relating to service provision.

Actively promote and support good practice within the Health Records Libraries

Communications and Key Working Relationships

Maintain daily contact with varying disciplines of staff both external and internal to the Trust who may need to access the Health Records Services.

Use various methods of communication, written, fax, telephone, scanning to facilitate service provision.

Process routine / non routine requests confidently and confidentially, requiring the postholder to use their own judgement and initiative where needed.

Report any process or system failures through to the line manager

Ensure the accurate recording of patient information & related data onto the HIS system

Accurate interpretation of HIS information in order to improve availability of patient records.

Responsibility for Finance

Ensure that the main Health Records Libraries, Martland Point and any other Health Records storage linked to the Libraries are left secure after use and that any security systems in place are fully activated and operational

Ensure all Departmental equipment used by the post holder is fit for purpose, reporting any issues to Line Manager.

Responsible for using equipment appropriately and with care

Effective use of stationary and other general office supplies.

Responsibility for Human Resources

Comply with Trust policies and procedures including the Code of Conduct and to ensure there is a clear awareness of how reporting procedures are managed and implemented within their own area of work / responsibility

To participate in own appraisal and develop a personal development plan in order to maintain and achieve sustained progression in the role.

Responsibility for Health & Safety

To comply with all Health and Safety issues taking a proactive role by managing the Health and safety of themselves and others at all times where practicably possible.

To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.

To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Teaching

Facilitate a supportive learning environment to enable all members of the team to develop.

Recognise and accept responsibility for own personal development

To support developments that contribute to individual goals and to those of the department

Person Specification

Qualifications

Essential

• Educated to GCSE Level (or equivalent) or able to demonstrate equivalent experience

Experience

Essential

• Proven experience of managing a busy workload.
• Proven experience of meeting deadlines and targets.

Skills

Essential

• Keyboard Skills
• Proven ability to communicate effectively at all levels
• Ability to multi-task
• Ability to work to deadlines.
• Interpersonal skills
• Assertive
• Demonstrate ability to work in a team
• Work with frequent interruptions

Knowledge

Essential

• Knowledge of Data Protection
• Knowledge of Caldicott principles
• Knowledge of Confidentiality Codes of Conduct

Additional

Essential

• Flexible approach
• Able to travel between sites throughout the shift transporting large quantities of documents

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

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Royal Albert Edward Infirmary

Wigan Lane

Wigan

WN1 2NN

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)