Electronic Patients Records Officer

2 weeks ago

Bury St, Suffolk, United Kingdom West Suffolk NHS Foundation Trust Full time

Please see the full job description for more detail in supporting information Job summary: The overall objectives are to transfer Patient records from Paper to an Electronic version, ensuring targets, priorities and accuracy of all data processed onto Evolve and SystmOne is achieved.

The post holder will use multiple data sources and systems to upload electronic patient records onto Evolve or onto a shared drive in a PDF format.

To support the Trust with the reduction of paper in order to achieve HIMSS 6 and higher. To process documentation for Human Resources, Finance, Pharmacy and Pathology by scanning onto shared drives in PDF format.

To provide cover across other departments including Health Records, Discharge Waiting Lounge, General Wards and Clinical Coding

Job responsibilities:
The post holder will require excellent knowledge of medical terminology when making decisions, from the documentation received i.e.

whether a patient has had a surgical procedure or the need to investigate further through Powerchart on e-Care to see whether the patient is on a waiting list.

Scanning documentation such as a signed consent form ahead of surgery could delay the upcoming procedure as consent will need to be obtained twice.

The post holder will have frequent exposure to sensitive information and imagery, clinical photography, post mortem reports and deceased records, which can be upsetting and/or stressful working in a busy target based environment with a requirement to prioritise workload according to service demands

Key Tasks & Responsibilities:
1.

Communication:

To pro-actively promote among clinicians, health care workers and any other associated outside agency, awareness of the ERS Scanning role and its uses within the Trust in order to raise the stature as the essence of professionalism Facilitate improved communication within the department and other departments Demonstrate professionalism when dealing with telephone enquiries whilst adhering to the rules under the General Data Protection Regulations Attend discussions, meetings, and functions that have a direct bearing on the patient record and act accordingly ensuring that vital information is shared amongst the department and escalated if required Assist Trust staff with accessibility to the Evolve system, fault finding and escalating issues through to IT Support when required 2.


Analytical and judgemental:

To assist the Trust with compliance with an audit programme for Clinical Governance To assist the Supervisory team in collecting, recording and analysing data of Blood Prescription Charts for data correctness on Evolve, ensuring that quality meets targets and expected levels 3.


Planning and organisational Skills:

To assist the Manager in maintaining departmental performance with regard to quality and quantity by upholding agreed standards To monitor own performance against previously agreed objectives as identified in the appraisal process, actively improve own knowledge and the experience levels required to achieve and maintain agreed objectives To be able to prioritise workload according to demand, to ensure the targets are maintained and deadlines achieved To organise and triage the incoming and outgoing post for the department To track records to and from each location as they are moved, to ensure the availability of notes for appointments, day case and inpatient procedures and emergencies To assist the Supervisory team, identify documentation which requires a variation in location on Evolve, working to find solutions to enable Trust staff to easily locate documents 4.


Governance:

To adhere to current Scanning policies and procedures and conform to National Standards, including Information Governance, as established by the Health Records and Outpatient Manager To work within an overall framework of Clinical Governance Participate in the implementation and undertaking of all relevant Trust policies such as Risk Assessment and Incident Reporting Management Develop a professional and analytical approach to the Health Records department and to the further development and enhancement of an evidenced-based and patient focused Health Records service To continually build knowledge on the GDPR Data Protection Act and the Access to Health Records Policy To continually build knowledge of the Records Retention Schedule To uphold highest levels of efficiency relating to the correct usage of the e-Care and any other data storage system required to maintain standards To support the Trust in complying with National Standards, for example Information Governance 5.


Leadership and management:
To ensure the highest standards for patient care in regard to the individual patient record by; allocation of speciality, date and patient according to the Health Records Policy and Standard Operating Processes To work within Trust and legal guidelines, for example Health and Safety, Manual Handling and Data Protection To correct errors within the electronic documentati

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