Clerical Assistant
1 day ago
I am currently recruiting for a Clerical Assistant to work at a leading public health organisation based in the S10 postcode of Sheffield.
Your role will be to ensure that the Medical Records Library delivers an effective, responsive and efficient service that meets the needs of the Hospital and therefore the wider Trust.
**Duties will include**:
- Daily pulling/checking of large volumes of case notes and recording the latest tracing for those not found in file. This involves the use of ladders/kick stools as the case notes are stored up to ceiling height and requires a high degree of physical effortdue to the weight and bulk of the notes required for each clinic.
- Retrieve, file (which involves lifting, twisting, bending, carrying and climbing ladders) and prepare case notes for clinics and/or action requests from clinicians. Ensure that all data is accurate and up to date and that there are sufficient labels, stationeryand front sheets inside. Retrieve ‘missing’ case notes and highlight any relevant issues to the co-ordinator in a timely manner.
- Resolve queries, whilst being efficient, tactful and courteous at all times. This may require problem solving and will involve liaising with appropriate clinical or admin staff. This will be done either over the telephone or face to face.
- Ensure that all case notes are present for the start of each clinic with an up to date clinic list.
- Action any changes of appointment at the requested of the Medical Secretaries ensuring clinic lists are up to date and accurate prior to the clinic.
- Using Lorenzo to reconcile patient appointments ensuring that all patients have a future appointment.
- To confidentially retrieve and deliver case notes across several sites as required, taking particular responsibility for keeping all case notes in the agreed format and in a presentable condition.
- Where necessary, in liaison with other units, request case notes.
- Photocopy, process incoming mail and outgoing mail, transport notes by using trolleys provided, to other departments and other basic clerical office type duties.
- Comply with Data protection Act, Access to Health records Act and related Acts, Health and Safety procedures and confidentiality.
**To be successful in this role you will**:
- Have an understanding of confidentiality and data protection
- Be happy working in a role that involves some physical activity
- Have strong accuracy and attention to detail skills
- Be confident using IT systems such as MS packages and be able to pick up new ones when required
**The hours of work will be around 9am to 5pm Monday to Friday.
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