Apprentice Health Records Facilitator

6 months ago

Scunthorpe, United Kingdom Northern Lincolnshire and Goole NHS Foundation Trust Full time

To work as part of a team to locate and retrieve Health Records for all hospital activity, including clinic attendances, admissions etc. This includes the retrieval of Health Records from off-site storage centres in accordance with Trust Policies and Procedures. To work within a team to provide a partially closed library reception service to all staff wishing to access the Health Records Department. To re-file Health Records in a timely and accurate manner and in accordance with Trust Policies and Procedures.

To prepare Health Records for patient attendances (clinics, admissions etc.), ensuring all relevant, correct and up to date, documentation is available within the Health Records and filed according to instructions, ensuring that Health Records are delivered timely to the appropriate location. In accordance with the Destruction and Retention Policy, perform culling and archiving duties as instructed. In accordance with Trust Policies and Procedures, both initiate and action requests for Health Records from other NLaG Trust sites, Health Records Departments. Merge sets of Health Records where duplicate sets of Health Records exist for the same patient, ensuring the Patient Administration System is updated as well as the paper Health Record to show that a merge has taken place.

This will involve liaising with Health Records departments across all sites of the Trust, to determine a mechanism for ensuring Health Records arrive at the intended destination timely. Ensure requests for Health Records from other Trusts are actioned in a timely and efficient manner. To continually ensure that all Health Records are tracked correctly using the Case Record Tracking System (CRT) on the Patient Administration System (PAS). Where Health Records are not tracked correctly, it is the responsibility of the Health Records Facilitator to escalate to a Supervisor.

To undertake the updating of paper and computerised records for Deceased patients, in accordance with the Deceased Health Records Procedure. Ensure the completion of electronic incident forms, as required, and in accordance with Trust Procedures. Ensure the provision of a professional/confidential, yet caring service which is responsive to the needs of the patient. Work as an effective team member and have the ability to communicate with staff of all grades and disciplines.

To ensure the efficient hand-over of duties to colleagues on the next shift. Identify issues for quality improvement, and liaise with your Supervisor regarding these. In conjunction with your Supervisor, ensure that you maintain the necessary skills and attend any relevant training courses to fulfil your role, and to keep up to date with personal development in line with Service Development. To update Health Records with Clinical Alerts, in conjunction with the ICT, Clinical Research Staff and Security.

To safeguard at all times, the confidentiality of information in relation to patients and staff. Information relating to identifiable persons must, on no account, be divulged other than to an authorised person/persons. If ever in doubt, seek advice from your Supervisor/Service Manager. To maintain the Legal duty of keeping information relating to patients and staff confidential at all times, and in line with the Data Protection Act and Caldicott Guidelines.

Any other duties consistent with the grading of the post, which may be required. We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.

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