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Job description

Under the Integrated Digital (I-Digital) service model, A vacancy opportunity has arisen for an enthusiastic, proactive and team orientated individual to join the Health Records Scanning Team on a 37.5 hour contract, which to support service delivery is required to be contracted over 5 days (Monday to Friday).

The successful candidate will fulfil a vital role in supporting accurate, complete and timely availability of patient records and documentation within the Electronic Document Management Systems as part of the patient clinical record.

The role will involve document preparation, scanning, indexing and quality assurance processes in line with departmental procedures. The role will involve the use of the EDMS, PAS and EMIS systems, along with a number of other systems and IT processes.

For an informal discussion, please contact Jane Attwood, Health Record Coordinator on 0151 600 1978

Working as a member of the Health Records Scanning Bureau, the post holder will be involved in retrieval, transportation, archiving, preparation, indexing, scanning and quality assurance of health records, supporting the digitisation of paper based records in to the Trust Electronic Document Management Systems (EDMS), Hyland Onbase and EMIS in line with departmental procedures.

The role is vital to support service users regarding health records related processes including medical staff, nursing staff, allied health professionals, medical secretaries, administrators and external agencies.

All post holders are to be involved in and adaptable to future changes in the scope and location of their role, supporting health records processes and being receptive to change as the Trust EPR and EDMS solutions develop and mature over time, in particular supporting processes that are compliant with BS10008 scanning standards.

Alder Hey Children’s NHS Foundation Trust is a provider of specialist health care to over 275,000 children and young people each year. In addition to the hospital site located in the West Derby area of Liverpool, Alder Hey has a presence in community outreach sites and, in collaboration with other providers, our clinicians help deliver care closer to patients’ homes by holding local clinics at locations from Cumbria to Shropshire, in Wales and the Isle of Man. The Trust also provides inpatient care for children with complex mental health needs at our Alder Park building in the nearby borough of Sefton.

We currently have more than 4,000 staff working across our community and hospital sites. We’re also a teaching and training hospital providing education and training to around 540 medical and over 500 nursing and allied health professional students each year.

As black and minority ethnic (BME) employees are currently under-represented in this area, we particularly welcome applications from members of our BME communities. All appointments will be made on merit.

• Follow Trust and departmental processes and procedures to ensure a high quality, resource efficient and cost effective service is provided.
• Prepare documentation in line with departmental procedure the records required to be scanned in to the EDMS, including utilisation of PAS to produce indexing barcodes.
• Scan documentation using the departmental scanning devices and index records accordingly to ensure documentation is classified and indexed to the correct patient record.
• Undertake quality assurance processes to ensure documentation scanned in to EDMS is indexed correctly and legible ensuring any deficiencies or issues are documented and rectified in a timely manner.
• Receive and sort loose paper filing in preparation to be filed within case notes or scanned in to the EDMS, ensuring documentation is scanned to appropriate visit ID.
• Undertake regular maintenance and cleansing of scanning devices to ensure devices are appropriately maintained and remain operational. Issues, faults or damages must be reported immediately.
• Request, obtain and make available case notes from main library and Off Site Storage locations as required to be scanned in to EDMS.
• Ensure all movements of case notes are appropriately and accurately tracked on the PAS.
• Achieve a high standard of data quality when entering data in to the PAS or other departmental data capture processes.
• Maintain accurate and up to date records of work undertaken on a daily basis to ensure departmental KPIs and service level agreements can be monitored.
• Liaise effectively with all disciplines of staff and other staff to ensure efficient lines of communication are maintained at all times.
• Maintain the health records department, documentation library and filing areas ensuring confidentiality, integrity and availability of health records at all times.
• Champion and comply with the Health Records and Case Note Management Policy, Information Governance Policy and Data Quality Policy.
• Demonstrate and explain health records related processes, practices and procedures to new and less experienced staff and support adoption of new processes within the team.
• Participate in health records departmental audits as required.
• Undertake weeding duties to maintain sufficient space within the health records department including archiving of records and boxes to off-site storage.
• Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate member of the Team.
• Undertake photocopying, filing or other administrative tasks when required.
• Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area.
• Provide cover and support to the Information Governance Team and Outpatient reception function when required to support business continuity.
• Participate and contribute to departmental meetings including objective setting and feedback discussions.
• Ensure all requests for disclosure of information are directed to the Information Governance Team.
• Maintain records (paper and electronic) in an accurate and timely manner.
• Report and information related incidents direct to the departmental manager immediately and ensure the Trust incident reporting process is followed.
• Ensure that lifting and handling guidelines are adhered to and comply with all Health and Safety requirements.
• Use trolleys safely in all areas of the hospital for the transportation of health records.
• Follow and comply with departmental procedure documentation. When new procedures are implemented or existing documentation updated, become familiar with the changes.
• Ensure adequate stock or stationary is available as required to maintain service delivery.
• Undertake any other duties required by manager appropriate to the Grade and relevant to the role, being flexible to the needs of the service to support effective delivery of service, and support future changes of the health records service.