Health Records Library Clerk - Band 2

Job description

Job responsibilities

Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage.

When required Retrieve and request all case notes for TIA and Oral casualty appointments.

Access, print and work from record request lists managed as part of electronic patient administration system (PAS) Trak Care.

When required process deceased case notes ready for collection from off-site storage contractors.Request records to be returned to site from off site storage using external companys web based electronic tracking system when required.

Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.

Assist in locating case notes that have been miss filed with in the Health records Library.

From printed and electronic record request lists, retrieve records from the library for clinic prep using the Case note tracking function of Trak Care to identify location of all health records. Work / liaise with admin and clerical staff across the trust to assist in the location and retrieval of records in time to support patient care allowing time for transportation and delivery.

Sort returning files and return them to file accurately in the correct location within the health records library

Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to wards, clinics and other departments. Sort deliveries of boxes/bags that are received in Health records for other areas.

Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, add current year sticker to records for all episodes of care.

Repair or replace case note folders which require maintenance when required.

Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.

Split records into volumes, when they have become too large, following trust procedure.

Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 2018.

Using the case note tracking function of Trak Care to ensure all records are correctly traced enabling the current location of the record to be available to all health records users within the Health Community.

Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, Data Protection Act 2018, UK GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.

Person specification / Role requirements

Good general education to include GCSEs grade C in English and Maths or equivalent. NVQ level 3 or equivalent experience.

Confidence in using standard windows based IT applications, training will be given to ensure proficient use of the patient administration and health records tracking functions of the hospital computer system (TrakCare). Previous related experience would be an advantage.

Good interpersonal and communication skills

Good time management skills including ability to work to set deadlines for own work load

A good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust.

Ability to work flexibly, calmly, quickly and accurately under pressure

Person Specification

Qualifications

Essential

• Educated to GCE/GCSE standard English and Maths or equivalent.

Desirable

• NVQ level 3 or equivalent experience.

Experience

Essential

• Confidence in using basic windows based IT applications.

Desirable

• Training will be given to ensure proficient use of the patient administration and health records tracking functions of the Patient administration system (PAS) TrakCare. Previous related experience would be an advantage.

Knowledge / Skills

Essential

• Good Keyboard skills.
• Good interpersonal and communication skills
• Proficient in the use of Internet and E-mail
• Good time management skills including ability to work to set deadlines
• Good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust

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

Gloucestershire Hospitals NHS Foundation Trust

Address

Cheltenham General Hospital

Cheltenham

GL53 7AN

Employer's website

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