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Job description

Job Title: Health Records/Scanning Bureau Clerk

Hours per week: 14 hours per week - Permanent

Salary: £22,383 per annum pro rata

Closing Date: 30th June 2023

Interview Date: TBC

This post may close early due to high numbers of applications, so you are advised to apply promptly.

To provide a timely and accurate Health Records Service to all wards, Outpatient Departments and other departments throughout the Trust. To carry out a wide variety of key tasks to ensure the smooth running and delivery of a highly effective and proficient health records and scanning bureau service.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

#JoinTeamEliot

Main duties and Responsibilities

Prepare files for scanning to ensure that files are organised to the Trust’s agreed format.

To scan prepared records.

Validate records to ensure documents scanned are accurate and legible and can be retrieved. Receive telephone calls and emails enquiring about the retrieval of scanned records including scan on demand.

To prepare health records and documentation for outpatient clinics to provide best possible patient care.

To pull health records for outpatient clinics in accordance with agreed procedures using speed and accuracy to meet set deadlines. On receipt of internal and external communications to locate, retrieve and forward records within stipulated time scales.

To ascertain whereabouts of health records to ensure clinics are complete.

To assist in extensive searches of internal locations, and library searches for misfiles following set procedures to locate missing notes, to enable clinics to be complete and to ensure notes are accessible for authorised users

To raise new sets of notes in accordance with agreed procedures.

To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.

Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:

Effective Open Communication

excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, on-site discounted gym, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.

Purpose

To provide a timely and accurate Health Records Service to all wards, Outpatient Department and other departments throughout the Trust. To assist with the scanning of patient case notes and Emergency Department documents in the Health Records Scanning Bureau.

Main duties and Responsibilities

1. Prepare files for scanning to ensure that files are organised to the Trust’s agreed

format.

2. To scan prepared records.

3. Validate records to ensure documents scanned are accurate and legible and can be

retrieved.

4. Receive telephone calls and emails enquiring about the retrieval of scanned records

including scan on demand.

5. To prepare health records and documentation for outpatient clinics to provide best

possible patient care.

6. To pull health records for outpatient clinics in accordance with agreed procedures using

speed and accuracy to meet set deadlines. On receipt of internal and external

communications to locate, retrieve and forward records within stipulated time scales.

7. To ascertain whereabouts of health records to ensure clinics are complete.

8. To assist in extensive searches of internal locations, and library searches for misfiles

following set procedures to locate missing notes, to enable clinics to be complete and to

ensure notes are accessible for authorised users

To raise new sets of notes in accordance with agreed procedures.

To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.

Relationships

Special Requirements

1. To provide and receive routine information verbally, in writing and electronically to inform

work colleagues, patients, public and external contacts authorized to receive this

information

1. To raise new sets of notes in accordance with agreed procedures.

1. To plan and organize own time to ensure workload is prioritised and deadlines are met to

ensure health records are in outpatients on time providing best possible patient care

whilst continuing to fulfil other tasks and daily procedures of the department.

1. To assist colleagues using previous knowledge and experience with any queries relating t

to health records duties.

1. To be able to lift heavy boxes, push trolley’s exerting moderate physical effort on a daily basis in

the preparation of clinics and any other duties within the department.

1. To maintain health records files taking the necessary action to replace and destroy in accordance

with agreed procedures to ensure that the information within is easy accessible for medical staff,

filing any loose reports etc in the relevant section of the notes.

1. To use iRecords system daily to locate and track notes, print labels, view clinics to

ensure all records are up to date and readily available.

1. To be able to adapt working pattern to cover sickness, annual leave and extra clinics

whilst maintaining the necessary time scales.

1. To weed out patients notes ensuring Trust Guidelines are observed.
2. To action all telephone calls escalating to others as appropriate.
3. To ensure incoming and outgoing mail is correctly actioned and delivered to correct

recipient if necessary.

1. To assist in supervision and instruction of new members of staff to follow agreed working

procedures as requested by the team leader.

1. Whilst carrying out duties identify and highlight areas, which may require changes to

working policies and conditions and bring to the attention of the relevant management.

1. To undertake and complete audit documentation as required

1. To attend and contribute to departmental meetings offering ideas to improve and

maintain the service as required.

1. To assist the Team Leader, undertaking any duties relevant to the position held to help

With any operational problems occurring.

Relationships

Internal:
 Medical Staff

 Secretaries

 Ward Clerks

 Maternity Records

 Porters

 Outpatients Staff both Medical and Clerical

 Patient Services

 Day Care Unit

 Bed Bureau

 Clinical Audit Department

 Coroner

 Physiotherapy Department

 Clinical Coding

 Post Room

 Pre-registration

External:
 Off-Site Facility

 Other Hospitals

 Patients

 GP Surgeries

 Community Services (ie Childcare Development Centres)

Special requirements

The post involves reaching, lifting boxes, pulling and pushing notes onto racks, moving trolleys. Whilst transporting old notes there may be exposure to dust. Due to an increasing number of notes the department often becomes crowded and there is frequent exposure to unpleasant working conditions.