Job summary
Provide general administration support to the Access to Records Team, locating and collecting medical records.
Main duties of the job
To track case notes to the access to records team via the Patient Management System.
To communicate with Medical Secretaries and staff at other sites by telephone and in person.
To ensure case notes are at the correct location, at the right time, constantly working to deadlines.
Extensively use PMS to locate case notes at locations throughout the UHB and retrieve as required.
Locate and collect case notes from Medical Secretaries on Ward Blocks A B and C.
Retrieve clinical case notes as required from the Health Records Libraries
Locate last clinic letter from Medical Secretaries where clinical case notes cannot be located in timely fashion.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.
Our mission is "Caring for People, Keeping People Well",and our vision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.
Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Person Specification
Qualifications
Essential
- Minimum 5 GCSE grades or equivalent experience
Desirable
- Experience in using Patient Management System ECDL Certificate NVQ Qualificationle
Experience
Essential
- Sufficient administrative and clerical experience
Desirable
- Experience of working within Health Records environment Data input skills
Skills
Essential
- Multidisciplinary communication skills Organised and methodical Attention to detail Excellent telephone manner
Desirable
- Keyboard skills Ability to manage own workload Able to maintain accuracy to high standards Ability to speak Welsh
Special knowledge
Essential
- Understanding of UHB Policies
Desirable
- Awareness of Data Protection Act and Caldicott principles Understanding of Medical terminology. Knowledge of waiting list procedures
Personal Qualities
Essential
- Flexible and adaptable to change to meet the needs of the service. Courteous and friendly. Able to cope under pressure and meet deadlines effectively. Ability to work independently or as part of a team. Able to multi task
Desirable
- Able to liaise with members of the public / other organisations and General Practitioners. Capable of dealing with sensitive and confidential documents and situations
Person Specification
Qualifications
Essential
- Minimum 5 GCSE grades or equivalent experience
Desirable
- Experience in using Patient Management System ECDL Certificate NVQ Qualificationle
Experience
Essential
- Sufficient administrative and clerical experience
Desirable
- Experience of working within Health Records environment Data input skills
Skills
Essential
- Multidisciplinary communication skills Organised and methodical Attention to detail Excellent telephone manner
Desirable
- Keyboard skills Ability to manage own workload Able to maintain accuracy to high standards Ability to speak Welsh
Special knowledge
Essential
- Understanding of UHB Policies
Desirable
- Awareness of Data Protection Act and Caldicott principles Understanding of Medical terminology. Knowledge of waiting list procedures
Personal Qualities
Essential
- Flexible and adaptable to change to meet the needs of the service. Courteous and friendly. Able to cope under pressure and meet deadlines effectively. Ability to work independently or as part of a team. Able to multi task
Desirable
- Able to liaise with members of the public / other organisations and General Practitioners. Capable of dealing with sensitive and confidential documents and situations
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).
