Clinic Preparation Clerk, Band 2

7 months ago


Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen to join our friendly team of Health Records Clinic Prep Clerks within Gloucestershire Royal Hospital and Cheltenham general Hospital.

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 prepared within required times. This is a physical job where you will be handling patient’s health records as well as updating their location on the dedicated records tracking system.

You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment.

The main duties of the post include the preparation of paper patient health records for forthcoming outpatient attendances. This includes coordinating the records return from other departments to ensure that they are available to support clinical care. The use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to clinics and responding to urgent requests for records held within the department.

The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

The Clinic Prep team’s routine hours are 08:30 to 16:30, Monday to Friday, with the possibility of occasionally being required to cover weekends should the need arise.

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.
- Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required in order to facilitate the smooth running of the clinic.
- From printed and electronic clinic request lists, using the Case note tracking function of TrakCare to identify location of all health records. Work / liaise with Health Records Clerks to retrieve health record files from Library. Monitor requests for all off-site health records and those in use in other departments, allowing time for transportation and delivery.
- 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 clinics.
- 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 sticker to records for all outpatient episodes.
- Repair or replace case note folders which require maintenance when required.
- Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.
- Split records into volumes, when they have become too large, following trust procedure.
- Dispose of patient identifiable documents in a confidential manner in order to comply with UK GDPR and the Data Protection Act 2018.
- Using the case note tracking function of TrakCare to ensure all records are correctly traced enabling the current location of the record to be available to all health records users within the Health Community.
- Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, UK GDPR, Data Protection Act 2018, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.



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