Health Records Assistant

2 months ago

Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis.

The successful applicant will have GCSE's 9-4 (A-C) in Maths & English, anNVQ Level 2 in Business Administration or equivalent demonstrable experience,demonstrable customer service and clerical experience and proven knowledge of Windows based systems (including Microsoft Outlook) would be advantageous.

The post involves both filing and dispatching patient records, so proven knowledge of manual handling techniques to safely carry/move/lift case notes is desirable. It also involves working at high and low levels in a warehouse environment and therefore the ability to use a Kik-stool and climb ladder is essential.

Applicants should be prepared to fulfil Bank Holiday duties as necessary.

The post-holder will provide support for pulling and filing of Health Records within the Central Records Library and will assist the CRL Supervisor in acting as a point of reference for Clinicians and other Staff groups providing advice and support to clinical and admin teams on Health Records issues.

Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library, at any time, rotating across the department on a regular basis. This will involve staff rotating on a daily basis in some areas to ensure continuity of service during staff absences. One generic job description covers all duties required for the whole of the Central Records Library for A&C Band 2 posts.

**The Central Records Library comprises of three main areas**: Main office, Pre-file, and Archive.

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.

1. Generate electronic pulling lists for Outpatient Clinics via the Corporate Services function on Trustnet and utilise those lists to locate and pull case notes from file in accordance with the set pulling schedules and targets.

1. Ensure that all notes are available for clinics on a daily basis and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found.

1. To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the completeness of clinics.

1. To use personal judgement and initiative when analysing the facts that are required to locate a patient’s record, such as looking for a misfile or determining when a temporary folder should be created.

1. Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process.

1. Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL.

1. Cull and destroy case notes in accordance with the NHS Code of practice 2006.

1. Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.

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