Health Records Clerk, Band 2

1 month ago


Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen to join our friendly team of Health Records Clerks within Cheltenham General Hospital (CGH) and Gloucester Royal Hospital (GRH).

We are looking for a motivated team player who wants to make a difference in support of patient care.

You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and filed within required times. This is a physical job within a secure confidential records store, where you will be handling patients’ health records as well as updating their location on the dedicated records tracking system.

The main duties of the post include the retrieval of health records from the health records library, use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to community hospitals, wards and clinical areas as well as to file returned health records within the Library. The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

You will be based at either Gloucestershire Royal Hospital or Cheltenham General site but will be required to be flexible during busy periods and work across site if required.

The Health Records Library routine hours are 08:00 to 20:00, Monday to Friday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.

The post holder will be required to work either the 12:00 - 20:00 evening shift with some opportunity for occasional ad hoc rotation into the day for training or the 08:00 - 16:00 day shift and in both cases should rotation into the day for training or the 08:00 - 16:00 day shift and in both cases should be prepared join a rota to cover weekends.

The frequency of weekend cover is open to negotiation with a default of one weekend in four There is also an opportunity for a part time position 16:00 - 20:00 5 evenings a week Monday - Friday

Health Records is in the Corporate Division and is part of the IM&T team. As a Trust, we are on a digital transformation journey and have procured an EPR that we will evolve to become the one place clinicians access all of the information they need about patients to make timely and evidence-based decisions.

Currently a large proportion of a patient’s record is still held in the patient’s paper record managed by the health records team.

The department has a Health Records Library and Clinic Preparation team on each of our sites at CGH and GRH.

The team has a strong emphasis on supporting patient care. Providing information to clinicians where and when needed.

Records are sent out to departments and staff within CGH and GRH as well as to GHC community hospital sites across the county. In addition to managing the day to day movement of records, the libraries also manage merging of duplicate records, repairs, retention and destruction of records in line with national requirements.

Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage.
- When required Retrieve and request all case notes for Fracture, Ophthalmology, TIA and Oral casualty appointments.
- Access, print and work from record request lists managed as part of electronic patient administration system (PAS) TrakCare.
- When required process deceased case notes ready for collection from off-site storage contractors. o Request records to be returned to site from offsite storage using external company’s web based electronic tracking system when required.
- Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.
- Assist in locating case notes that have been miss filed with in the Health records Library.
- From printed and electronic record request lists, retrieve records from the library for clinic prep using the Case note tracking function of Trak Care to identify location of all health records.
- Work / liaise with admin and clerical staff across the trust to assist in the location and retrieval of records in time to support patient care allowing time for transportation and delivery. o Sort returning files and return them to file accurately in the correct location within the health records library
- Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to wards, clinics and other departments.
- Sort deliveries of boxes/bags that are received in Health records for other areas.
- Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, add current year



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