Job summary
This is an exciting opportunity for an individual to work with Bedfordshire Hospitals NHS Foundation Trust's E- Health Records Team. You will be supporting the Trust as we are moving rapidly from paper to electronic records across the Bedfordshire Hospitals , to help us provide better quality and continuity of care - wherever patients are treated. A key member of this ongoing transformation, you'll co-ordinate and deliver a high-performing health records service, ensuring performance and quality are maintained, while seeking out new and more efficient ways of working. You will need to be highly motivated and enthusiastic with a significant amount of experience, ideally in the NHS setting and have the commitment to drive forward our challenging agenda.
This is a cross site vacancy with base at Luton
Main duties of the job
The e-Health Records Administrator will be supporting the e-Health records Lead for the smooth and efficient running of all aspects of Health Records Services . To be responsible for the management of Health Records Systems in accordance with Health Records Working Group and Departmental policies and procedures. To provide support to both staff and patients as required.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job
Job description
Job responsibilities
- Support in the day to day management and supervision of Health Records functions and staff ensuring an efficient and effective service is provided to users.
- To ensure staff are kept informed of decisions and protocols within the Health Records processes.
- To write action protocols for all working practices within the areas of responsibility and ensure they are kept up to date.
- Provide advice to patients/carers, managers and clinicians regarding Health Records issues.
- To be involved in and implement the appropriate processes relating to the Digitised Health Record Service and audit .
- To be responsible for liaising with Consultants/team, Nursing staff, Secretaries, Ward Clerks, Clinical Coding regarding issues related to department administration and Health records issues .
- Ensure that quality / timeliness of data available in eHealth records applications and any other relevant Trust computer systems and conduct User Acceptance Testing on new modules of the system/s.
- Auditing, monitoring and reviewing work processes, systems and job design to ensure optimum productivity, service effectiveness and safety.
- Ensure Health Records are available and are in the right place at the right time in line with agreed timescales.
- Ensure all Health Records that leave the department are prepared to agreed standards.
- Support the Lead in ensuring all areas of responsibility meet health and safety requirements and are maintained to agreed standards.
- Actively promote the importance of data quality throughout the organisation. Conduct regular data quality audit.
- Advise users on the importance of data quality throughout the organisation
- Make sure the ongoing process of the Retention and Destruction Policy ensuring the legal retention periods are adhered to.
- Support the management team and colleagues with the development of the Digitised Health Record Service.
- To ensure the security and confidentiality of the Health Records at all times.
- Ensuring Health Records are handled by staff who are authorised to handle them as part of their duties.
- To ensure all duties are undertaken in a courteous and professional manner and within agreed time scales.
- Support the Lead for the implementation of Trust service standards.
- Ensure staff are fully aware of the principles of the Record Keeping and Management of Health Records Policy.
- Flexible to the needs of the service in order to ensure smooth running of the department
- To maintain good communication with other staff, clinicians, Directorate managers/team, wards and other departments.
- Actively participate in the duties of the department as required.
- Deal with requests in accordance with the Data Protection Act.
- To assist with the introduction and implementation of changes within the Health Records Service.
Job description
Job responsibilities
- Support in the day to day management and supervision of Health Records functions and staff ensuring an efficient and effective service is provided to users.
- To ensure staff are kept informed of decisions and protocols within the Health Records processes.
- To write action protocols for all working practices within the areas of responsibility and ensure they are kept up to date.
- Provide advice to patients/carers, managers and clinicians regarding Health Records issues.
- To be involved in and implement the appropriate processes relating to the Digitised Health Record Service and audit .
- To be responsible for liaising with Consultants/team, Nursing staff, Secretaries, Ward Clerks, Clinical Coding regarding issues related to department administration and Health records issues .
- Ensure that quality / timeliness of data available in eHealth records applications and any other relevant Trust computer systems and conduct User Acceptance Testing on new modules of the system/s.
- Auditing, monitoring and reviewing work processes, systems and job design to ensure optimum productivity, service effectiveness and safety.
- Ensure Health Records are available and are in the right place at the right time in line with agreed timescales.
- Ensure all Health Records that leave the department are prepared to agreed standards.
- Support the Lead in ensuring all areas of responsibility meet health and safety requirements and are maintained to agreed standards.
- Actively promote the importance of data quality throughout the organisation. Conduct regular data quality audit.
- Advise users on the importance of data quality throughout the organisation
- Make sure the ongoing process of the Retention and Destruction Policy ensuring the legal retention periods are adhered to.
- Support the management team and colleagues with the development of the Digitised Health Record Service.
- To ensure the security and confidentiality of the Health Records at all times.
- Ensuring Health Records are handled by staff who are authorised to handle them as part of their duties.
- To ensure all duties are undertaken in a courteous and professional manner and within agreed time scales.
- Support the Lead for the implementation of Trust service standards.
- Ensure staff are fully aware of the principles of the Record Keeping and Management of Health Records Policy.
- Flexible to the needs of the service in order to ensure smooth running of the department
- To maintain good communication with other staff, clinicians, Directorate managers/team, wards and other departments.
- Actively participate in the duties of the department as required.
- Deal with requests in accordance with the Data Protection Act.
- To assist with the introduction and implementation of changes within the Health Records Service.
Person Specification
QUALIFICATIONS & TRAINING
Essential
- oEducation to diploma level or equivalent experience &Evidence of continuous professional development
Desirable
- Customer service training
Experience
Essential
- Recent supervisory experience
- Experience of dealing with all levels of staff and the public
- Experienced Patient Administrative System user
COMMUNICATION SKILLS
Essential
- Excellent communication skills
- Ability to influence and persuade others
Knowledge
Essential
- Knowledge of e-Health Records systems and processes
- Knowledge of administration processes
- Knowledge of Patient Administration System
- Knowledge of Health Records policies & procedures
- Understanding of the need of confidentiality awareness at all times.
Desirable
- Understanding of Trust Policies and Procedures
SKILLS
Essential
- Computer literate
- Effective planning, prioritizing & organizational skills
- Ability to use initiative and meet deadlines
- Ability to develop good and effective employee relations
- Ability to manage difficult situations under pressure
- Flexible to needs of service
- Ability to work & problem solve whilst achieving targets
- Demonstrate commitment to achieving high standards
Desirable
PERSONAL CHARACTERISTICS & RELATIONSHIP SKILLS
Essential
- Ability to lead and motivate a team
- Approachable and sympathetic to staff needs
- Accurate and methodical in all aspects of work
Person Specification
QUALIFICATIONS & TRAINING
Essential
- oEducation to diploma level or equivalent experience &Evidence of continuous professional development
Desirable
- Customer service training
Experience
Essential
- Recent supervisory experience
- Experience of dealing with all levels of staff and the public
- Experienced Patient Administrative System user
COMMUNICATION SKILLS
Essential
- Excellent communication skills
- Ability to influence and persuade others
Knowledge
Essential
- Knowledge of e-Health Records systems and processes
- Knowledge of administration processes
- Knowledge of Patient Administration System
- Knowledge of Health Records policies & procedures
- Understanding of the need of confidentiality awareness at all times.
Desirable
- Understanding of Trust Policies and Procedures
SKILLS
Essential
- Computer literate
- Effective planning, prioritizing & organizational skills
- Ability to use initiative and meet deadlines
- Ability to develop good and effective employee relations
- Ability to manage difficult situations under pressure
- Flexible to needs of service
- Ability to work & problem solve whilst achieving targets
- Demonstrate commitment to achieving high standards
Desirable
PERSONAL CHARACTERISTICS & RELATIONSHIP SKILLS
Essential
- Ability to lead and motivate a team
- Approachable and sympathetic to staff needs
- Accurate and methodical in all aspects of work
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).
