Job summary
We are looking to appoint a Full Time Medical Records Conversion Officer to be part of a team supporting the pivotal and high quality Trust administrative needs to ensure that clinical documentation is delivered to the point of care, that documents received are accurately prepared prior to scanning, and the outcome is accurate and quality controlled to rigorous high standards to support clinical teams in delivering the highest standards of patient safety and quality.
In order to provide this support we are looking for an enthusiastic, highly motivated individual who has a versatile approach and the ability to cope with a large number of different tasks simultaneously to join our vibrant and friendly department. This role will require a high level of professionalism, excellent organisational, interpersonal skills and team work. A working knowledge of a range of Microsoft tools is therefore essential. The post holder will need to be able to communicate well with patients, relatives, and a wide range of multi-professional staff, internal and external to the Trust, maintaining confidentiality at all times.
Main duties of the job
This role will be responsible to the eMedical Records Team Leader for the day to day provision of a comprehensive and effective eMedical Records service to the Trust. This will include creating or retrieving files for patients with forthcoming attendance, preparing records for forward scanning into NoteOn, and conducting quality control of scanned records, as per the standard Operating Procedures.
To ensure records are available within agreed timescales at the point of need in order to minimise risk to patients and support the business requirements of the Trust
To maintain throughput of records to the off-site document scanning partner, meeting targets without compromising mandatory compliance standards
Conducting quality control to prescribed criteria and timescales. This requires fault-finding and problem-solving skills to identify and resolve issues with document preparation or scanning quality
Analysing various information systems to assist in tracking the status of physical and scanned records and identifying and reporting where there has been mismanagement of information
The eMedical Records service holds a Service Level Agreement (SLA) with the clinical departments in the hospital and the off-site document scanning partner. Consequently, the post is customer focused, target driven and performance led.
About us
Our Medical Records Teams are dynamic, tight knit and work well together. This vacancy would suit an individual looking to become part of the diverse and fast pace environment of RNOH. Ideally with previous experience of working in a customer service focus and enjoys working as a team on a day to day basis.
The RNOH is a national centre of excellence with an international reputation for diagnosis, assessment and treatment of neuro-musculoskeletal conditions. This ranges from the most acute spinal cord injury, bone tumour and complex joint reconstruction to orthopaedic and specialist rehabilitation. It offers an integrated range of clinical, teaching and research services unique within the UK and in partnership with University College London.
Working for our RNOH organisation
Rated Good by the CQC
Two sites, one in central London and one in Stanmore
Recognised as a centre of excellence, leading on national initiatives, such as the Getting It Right First Time (GIRFT) Programme
In the NHS staff survey, over 90% of our staff were satisfied with the quality of care they are able to give to patients - the best result of any NHS Trust in the country
Our staff also indicated that they had the best experience of appraisals as compared to all other NHS Trusts.
We are committed to equal opportunities in employment and offer a range of flexible working practices. Part-time and job share applications will be considered.
Job description
Job responsibilities
Provide records for forthcoming patient attendance
Create or retrieve health record supplements (skinny files) and provide these to clinical areas
Communicate with service users keeping them informed and updated about request for records
File and retrieve skinny files from a holding area within eMedical Records. Scanning
Receive and prepare patient records so they are suitable for scanning following the applicable Operating Procedures and recording system
Identify documents which should not be scanned or are unsuitable for scanning including large documents and poor quality documents
Identify and report non-conformance in document filing which does not meet the Order of Filing set down by the Trust Identify and report contaminated records
*Please see the attached Job Description and Person specification for more information on the role requirements and duties.
Job description
Job responsibilities
Provide records for forthcoming patient attendance
Create or retrieve health record supplements (skinny files) and provide these to clinical areas
Communicate with service users keeping them informed and updated about request for records
File and retrieve skinny files from a holding area within eMedical Records. Scanning
Receive and prepare patient records so they are suitable for scanning following the applicable Operating Procedures and recording system
Identify documents which should not be scanned or are unsuitable for scanning including large documents and poor quality documents
Identify and report non-conformance in document filing which does not meet the Order of Filing set down by the Trust Identify and report contaminated records
*Please see the attached Job Description and Person specification for more information on the role requirements and duties.
Person Specification
Communication & Relationship Skills
Essential
- Effective communication skills, verbal and written
- Ability to work as part of a team or alone
- Ability to be kind, courteous tactful and discreet
Knowledge, Training & Experience
Essential
- 5 GCSEs (including English and Maths) or equivalent qualifications or experience
- Willing to undertake any further study/training to enhance ability to carry out role more effectively
- Clerical / administrative experience which includes handling queries from colleagues and the public
Desirable
- Knowledge of Microsoft Word and Excel
- Other appropriate qualifications or courses
- Previous experience of working in a health records environment
- Document scanning in a business setting
Analytical & Judgment Skills
Essential
- Understanding of confidentiality and data protection
Desirable
- Subject access under the provision of the Data Protection Act 1998
Planning & Organisational Skills
Essential
- Good organizational skills
- Good interpersonal skills
- Good attention to detail and ability to concentrate for long periods of time
- Able to take instructions from senior staff members
IT skills
Essential
Responsibility for Equality, Diversity and Inclusion
Essential
- Demonstrate ability to meet the RNOH Trust values
Mental Effort
Essential
- Able to deal with the pressures associated with working in a customer focused and target driven department
- Willingness to learn
Emotional Effort
Essential
- Team player with a professional attitude and approach to work
- Energetic, flexible and adaptable
Person Specification
Communication & Relationship Skills
Essential
- Effective communication skills, verbal and written
- Ability to work as part of a team or alone
- Ability to be kind, courteous tactful and discreet
Knowledge, Training & Experience
Essential
- 5 GCSEs (including English and Maths) or equivalent qualifications or experience
- Willing to undertake any further study/training to enhance ability to carry out role more effectively
- Clerical / administrative experience which includes handling queries from colleagues and the public
Desirable
- Knowledge of Microsoft Word and Excel
- Other appropriate qualifications or courses
- Previous experience of working in a health records environment
- Document scanning in a business setting
Analytical & Judgment Skills
Essential
- Understanding of confidentiality and data protection
Desirable
- Subject access under the provision of the Data Protection Act 1998
Planning & Organisational Skills
Essential
- Good organizational skills
- Good interpersonal skills
- Good attention to detail and ability to concentrate for long periods of time
- Able to take instructions from senior staff members
IT skills
Essential
Responsibility for Equality, Diversity and Inclusion
Essential
- Demonstrate ability to meet the RNOH Trust values
Mental Effort
Essential
- Able to deal with the pressures associated with working in a customer focused and target driven department
- Willingness to learn
Emotional Effort
Essential
- Team player with a professional attitude and approach to work
- Energetic, flexible and adaptable
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).
