Job summary
An exciting development opportunity has arisen to join our friendly Health Records Clinic Prep team within Gloucestershire Royal Hospital (GRH). Occasional cover at CGH Clinic prep team.
We are looking for a motivated team player who wants to make a difference in support of patient care.
You will need to be able to supervise and help lead the team on a day to day basis working with the senior supervisor and assistant health records manager to ensure department processes are followed and records are made available for outpatient clinics within required times. This is a physical and fast paced job often working to tight deadlines in support of patient care, where you and the team will be handling patients' health records, negotiating their return from other departments as well as updating their location on the dedicated records tracking system.
The successful candidate will be motivated to positively impact on the leadership of the team and in turn on patient care by ensuring records are available when and where they are required.
Main duties of the job
The main duties of the post include assisting in the day to day running of the health records clinic prep team, coordinating cover across site. The post holder is required to divide their time working between the two sites. Providing supervisor cover for each department on different days of the working week and establishing working relationships across both teams.
The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.
The Clinic Prep team's routine hours are 08:30 to 16:30, Monday to Friday, with the possibility of occasionally being required to cover weekends should the need arise.
About us
Health Records is in the Corporate Division and is part of the IM&T team. As a Trust, we are on a digital transformation journey and have procured an EPR that we will evolve to become the one place clinicians access all ofthe information they need about patients to make timely and evidence-based decisions.
Currently a large proportion of a patient's record is still held in the patient's paper record managed by the health records team.The department has a Health Records Library and Clinic Preparation team on each of our sites at CGH and GRH.
The team has a strong emphasis on supporting patient care. Providing information to clinicians where and when needed.
Records are sent out to departments and staff within CGH and GRH as well as to GHC community hospital sites across the county. In addition to managing the day to day movement of records, the libraries also manage merging of duplicate records, repairs, retention and destruction of records in line with national requirements.
Job description
Job responsibilities
- Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required.
- Prioritise and allocate work load within the team, covering other desks workload during staff absence and organising staff annual leave rota.
- From printed clinic request lists, using the Case note tracking function of TrakCare PAS identify location of all health records. Liaise with Health Records Clerks to retrieve health record files from Library. Request all off-site records and those in use in other departments, allowing time for transportation and delivery.
- 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 clinics.
- Maintain health records in good order, including producing MRN barcode labels as required, add current year sticker to records for all outpatient episodes.
- Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 1998.
- Using the case note tracking module of TrakCare PAS ensure all records are correctly traced enabling the current location of the record to be available to all TrakCare PAS users within the Health Community.
- Undertake a share of staff appraisals and conduct return to work after absence interviews as required.
- Undertake any other supervisory and clerical duties as required, including supporting other members of the team, resolving staff queries and issues where possible, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department, in accordance with the Health Records Operational Policy.
- Build and maintain good working relations with the Porter and transport teams, department secretaries and outpatient clinical and reception staff
- 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.
Job description
Job responsibilities
- Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required.
- Prioritise and allocate work load within the team, covering other desks workload during staff absence and organising staff annual leave rota.
- From printed clinic request lists, using the Case note tracking function of TrakCare PAS identify location of all health records. Liaise with Health Records Clerks to retrieve health record files from Library. Request all off-site records and those in use in other departments, allowing time for transportation and delivery.
- 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 clinics.
- Maintain health records in good order, including producing MRN barcode labels as required, add current year sticker to records for all outpatient episodes.
- Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 1998.
- Using the case note tracking module of TrakCare PAS ensure all records are correctly traced enabling the current location of the record to be available to all TrakCare PAS users within the Health Community.
- Undertake a share of staff appraisals and conduct return to work after absence interviews as required.
- Undertake any other supervisory and clerical duties as required, including supporting other members of the team, resolving staff queries and issues where possible, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department, in accordance with the Health Records Operational Policy.
- Build and maintain good working relations with the Porter and transport teams, department secretaries and outpatient clinical and reception staff
- 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
Qualifications
Essential
- Educated to GCE/GCSE standard English and Maths or equivalent.
- 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
- Ability to work well as part of a team and support other members of the team.
- Good interpersonal and communication skills
- Ability to work flexibly,calmly, quickly and accurately under pressure.
- Good time management skills including ability to work to set deadlines for own workload and for other members of the team.
- Good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust
Person Specification
Qualifications
Essential
- Educated to GCE/GCSE standard English and Maths or equivalent.
- 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
- Ability to work well as part of a team and support other members of the team.
- Good interpersonal and communication skills
- Ability to work flexibly,calmly, quickly and accurately under pressure.
- Good time management skills including ability to work to set deadlines for own workload and for other members of the team.
- 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.
