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Job Overview
As part of the Health Records team, you will be responsible for providing an efficient, timely and responsive Health Records service to the Trust to support a high standard of clinical care to the patients and clinical staff.
The Health Records Service is responsible for the retrieval, preparation and scanning of patients’ health records into the Electronic Document Management System, ensuring timely availability to support a high standard of care to the patients.
To be responsible for the timely preparation, retrieval and scanning of temporary health records for outpatient clinics or elective / emergency admissions.
Liaison with departments and wards daily, requiring good communication skills.
The role may necessitate assisting patients and outside agencies with patient related enquiries.
The role may require you to transport notes using a Trust provide vehicle between multiple sites, a full clean driving licence is desirable.
Main duties of the job
This advert may close early, if we have received a sufficient amount of applications. Therefore you are highly advised to apply as soon as possible if you are interested in this position.
- To retrieve health records from the Central Library, departments and other hospitals for clinic preparation purposes or as requested by departments
- To ensure that all health records for clinic appointments are prepared to the standard required
- To ensure all health records are tracked correctly on Patient Administrative System and delivered or filed to correct location in accordance with Health Records operational procedures
- Ensuring filing areas are tidy and ordered in accordance with local policy whilst adhering to trust health and safety and manual handling procedures
- To deal professionally with other hospitals and outside agencies
- Deal appropriately with all enquiries and requests via telephone and email and escalate as necessary
- Prepare documents within each health record in readiness for electronic scanning
- Clean, test and calibrate scanners before use each day
- Scan health records following agreed Trust agreed specifications.
- Access and update information using the Trust ‘s Patient Administrative System
- Maintain scanned documents within the electronic document management system
To continuously meet Key Performance Indicators (KPIs) required within each function within the Health Records Department, and as defined by the Health Records Supervisor and/or Head of Health Records.
Working for our organisation
Staff are expected to frequently enter in the Central Storage Library where there is exposure to dust and dirt.
Staff are potentially expected to work at heights to enable them to retrieve health records, this will involve climbing ladders and working for a time at heights. Full training and equipment will be available. Staff are required to follow local safe systems of work and maintain all relevant Trust Health & Safety training sessions.
The post holder will be required to use PC, Laptops, tablet devices and scanners for periods of time to carry out the duties of the post.
The post holder will be required to follow all relevant Standard Operating Procedures within the Health Records Department and continuously meet the Key Performance Indicators (KPIs) required of the role and post holder.
The post holder will work co-operatively and liaise with multi professional members of the Trust, patients, and relatives.
Detailed Job Description And Main Responsibilities
- To retrieve health records from the Central Library, departments and other hospitals for clinic preparation purposes, inpatient and emergency admissions.
- To retrieve health records from the Central Library and departments as requested by departments.
- To ensure that all health records for clinic appointments are prepared to the standard required.
- To ensure all health records are tracked correctly on PAS and delivered to correct location.
- To file health records correctly and in accordance with Health Records operational procedures.
- Maintain filing areas ensuring health and safety and manual handling procedures are adhered to.
- To deal professionally with other hospitals and outside agencies.
- Deal appropriately with all enquiries and requests via telephone and e mail and escalate as necessary.
- Prepare documents within each health record in readiness for electronic scanning.
- Clean, test and calibrate scanners before use each day.
- Scan health records following agreed Trust agreed specifications.
- Access and update information using the Trust ‘s Patient Administrative System
- Maintain scanned documents within the electronic document management system.
To continuously meet Key Performance Indicators (KPIs) required within each function within the Health Records Department, and as defined by the Health Records Supervisor and / or Head of Health Records.
- To provide cover within department during sickness and annual leave or as indicated by the Health Records Supervisor and / or Head of Health Records. This includes working across site within all functions of the Health Records department to undertake the duties and responsibilities of this post.
- To work flexibly and have the ability to work across all functions within the Health Records Department.
- To deal with own enquiries regarding workload and in addition deal with any enquiries or queries that occur during Supervisor’s absence.
- To carry out any other relevant duties as requested by the Health Records Supervisor and / or Head of Health Records.
General Duties
- To observe the provisions of and adhere to all Trust policies and procedures.
- To actively participate in the annual performance review to identify personal development needs.
- To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
- To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
- To be aware of the confidential aspects of the post. Breaches of confidentiality will result in disciplinary action that may involve dismissal.
Person specification
Admin/clerical
Essential criteria
- Admin/Clerical experience
- Knowledge of computers
Desirable criteria
Good communication skills
Essential criteria
- Abilty to communicate and liase with all NBT staff
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
