Job summary
We have a vacancy in a busy medical records department, to carry out
administration duties in a manner that supports departmental targets and
ensures compliance with standard operating procedures.
The successful candidate would be working in a busy team environment, preparing case notes for outpatients clinics
Maintain a professional appearance in line with
the Trust dress code
Uphold the Trusts values and behaviours
(available on the Trust web site) and behave in a manner fitting with the
responsible position of the role, maintaining the public confidence
Maintain professional and courteous working
relationships with staff and respect the equality and diversity of each and
every person he/she comes into contact with in the course of his/her business
Uphold the privacy and dignity of the client
group and respect equality at all times.
Main duties of the job
To carry out administration duties in a manner that supports departmental targets and ensures compliance with standard operating procedures.
Ensure availability of Healthcare Records as required.
To prioritise and manage own workload in a set time-frame following established procedures and practices with supervision available when required.
Ensure that the preparation and day forward scanning is undertaken within set timescales and following procedures and practices, supervision available when required.
Maintain Healthcare Records following the Healthcare Records File Policy.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
Ensure
availability of Healthcare Records as required.
To
prioritise and manage own workload in a set time-frame following established
procedures and practices with supervision available when required.
Ensure
that the preparation and day forward scanning is undertaken within set
timescales and following procedures and practices, supervision available when
required.
Maintain
Healthcare Records following the Healthcare Records File Policy.
Ensure
that patient details on the Patient Administration System are accurate and
cross referenced to the information on the Healthcare Record file/EDMS system.
Responsible
for data entry onto the electronic tracing system to ensure location of the
paper light/case notes readily available.
Responsible
for indexing documents into the Trusts EDMS system.
Achieves
effective communication with all levels of clerical/administrative staff,
secretaries, and the multi-disciplinary professional team, other hospital
departments, primary care team, and the general public. This can be written, verbal, electronic, or
by telephone.
Frequently
required to provide complex and sensitive information to other Healthcare
professionals. E.g., Request and provide patient information to/from General
Practitioners and other hospitals at clinicians request.
Identify
and retrieve information from other Health Care Agencies using telephone and
Computer and adhering to the Data Protection.
Job description
Job responsibilities
Key Responsibilities
Ensure
availability of Healthcare Records as required.
To
prioritise and manage own workload in a set time-frame following established
procedures and practices with supervision available when required.
Ensure
that the preparation and day forward scanning is undertaken within set
timescales and following procedures and practices, supervision available when
required.
Maintain
Healthcare Records following the Healthcare Records File Policy.
Ensure
that patient details on the Patient Administration System are accurate and
cross referenced to the information on the Healthcare Record file/EDMS system.
Responsible
for data entry onto the electronic tracing system to ensure location of the
paper light/case notes readily available.
Responsible
for indexing documents into the Trusts EDMS system.
Achieves
effective communication with all levels of clerical/administrative staff,
secretaries, and the multi-disciplinary professional team, other hospital
departments, primary care team, and the general public. This can be written, verbal, electronic, or
by telephone.
Frequently
required to provide complex and sensitive information to other Healthcare
professionals. E.g., Request and provide patient information to/from General
Practitioners and other hospitals at clinicians request.
Identify
and retrieve information from other Health Care Agencies using telephone and
Computer and adhering to the Data Protection.
Person Specification
Qualifications
Essential
Desirable
- Keyboard/VDU knowledge or qualification.
- Customer care qualification
Experience
Essential
- Confident in using Computer/VDU
- An ability to demonstrate an understanding of role and responsibilities.
- Ability to receive and communicate information verbally and written.
Desirable
- Previous NHS experience and knowledge.
- Experience at working to targets
Skills and Abilities
Essential
- Good interpersonal skills.
- Good communication written and verbal.
- Ability to work to deadlines and prioritise own work
Desirable
- Previous Healthcare records or appropriate experience
Personal Attributes
Essential
- A willingness to abide by the Trusts Equality and Diversity Policy
- A willingness to abide by the Trusts Health and Safety Policy
Knowledge and awareness
Essential
- Total understanding of confidentiality.
- Willingness to learn and progress.
- Ability to communicate with all disciplines
Desirable
- Awareness of Health Care Records file policy.
- Knowledge of health and safety issues
Person Specification
Qualifications
Essential
Desirable
- Keyboard/VDU knowledge or qualification.
- Customer care qualification
Experience
Essential
- Confident in using Computer/VDU
- An ability to demonstrate an understanding of role and responsibilities.
- Ability to receive and communicate information verbally and written.
Desirable
- Previous NHS experience and knowledge.
- Experience at working to targets
Skills and Abilities
Essential
- Good interpersonal skills.
- Good communication written and verbal.
- Ability to work to deadlines and prioritise own work
Desirable
- Previous Healthcare records or appropriate experience
Personal Attributes
Essential
- A willingness to abide by the Trusts Equality and Diversity Policy
- A willingness to abide by the Trusts Health and Safety Policy
Knowledge and awareness
Essential
- Total understanding of confidentiality.
- Willingness to learn and progress.
- Ability to communicate with all disciplines
Desirable
- Awareness of Health Care Records file policy.
- Knowledge of health and safety issues
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).
