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Job description

We are looking to appoint a Full Time Medical Records Conversion Officer to be part of a team supporting the pivotal and high quality Trust administrative needs to ensure that clinical documentation is delivered to the point of care, that documents received are accurately prepared prior to scanning, and the outcome is accurate and quality controlled to rigorous high standards to support clinical teams in delivering the highest standards of patient safety and quality.

In order to provide this support we are looking for an enthusiastic, highly motivated individual who has a versatile approach and the ability to cope with a large number of different tasks simultaneously to join our vibrant and friendly department. This role will require a high level of professionalism, excellent organisational, interpersonal skills and team work. A working knowledge of a range of Microsoft tools is therefore essential. The post holder will need to be able to communicate well with patients, relatives, and a wide range of multi-professional staff, internal and external to the Trust, maintaining confidentiality at all times.

This role will be responsible to the eMedical Records Team Leader for the day to day provision of a comprehensive and effective eMedical Records service to the Trust. This will include creating or retrieving files for patients with forthcoming attendance, preparing records for forward scanning into NoteOn, and conducting quality control of scanned records, as per the standard Operating Procedures.

• To ensure records are available within agreed timescales at the point of need in order to minimise risk to patients and support the business requirements of the Trust
• To maintain throughput of records to the off-site document scanning partner, meeting targets without compromising mandatory compliance standards
• Conducting quality control to prescribed criteria and timescales. This requires fault-finding and problem-solving skills to identify and resolve issues with document preparation or scanning quality
• Analysing various information systems to assist in tracking the status of physical and scanned records and identifying and reporting where there has been mismanagement of information
• The eMedical Records service holds a Service Level Agreement (SLA) with the clinical departments in the hospital and the off-site document scanning partner. Consequently, the post is customer focused, target driven and performance led.

Our Medical Records Teams are dynamic, tight knit and work well together. This vacancy would suit an individual looking to become part of the diverse and fast pace environment of RNOH. Ideally with previous experience of working in a customer service focus and enjoys working as a team on a day to day basis. ·

• The RNOH is a national centre of excellence with an international reputation for diagnosis, assessment and treatment of neuro-musculoskeletal conditions. This ranges from the most acute spinal cord injury, bone tumour and complex joint reconstruction to orthopaedic and specialist rehabilitation. It offers an integrated range of clinical, teaching and research services unique within the UK and in partnership with University College London.

Working for our RNOH organisation

• Rated Good by the CQC
• Two sites, one in central London and one in Stanmore
• Recognised as a centre of excellence, leading on national initiatives, such as the Getting It Right First Time (GIRFT) Programme
• In the NHS staff survey, over 90% of our staff were satisfied with the quality of care they are able to give to patients - the best result of any NHS Trust in the country
• Our staff also indicated that they had the best experience of appraisals as compared to all other NHS Trusts.

We are committed to equal opportunities in employment and offer a range of flexible working practices. Part-time and job share applications will be considered.

Provide records for forthcoming patient attendance

• Create or retrieve health record supplements (skinny files) and provide these to clinical areas
• Communicate with service users keeping them informed and updated about request for records
• File and retrieve skinny files from a holding area within eMedical Records. Scanning
• Receive and prepare patient records so they are suitable for scanning following the applicable Operating Procedures and recording system
• Identify documents which should not be scanned or are unsuitable for scanning including large documents and poor quality documents
• Identify and report non-conformance in document filing which does not meet the Order of Filing set down by the Trust · Identify and report contaminated records
• Please see the attached Job Description and Person specification for more information on the role requirements and duties.