Health Records Officer

1 month ago


Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

BAND 2 HEALTH RECORDS OFFICER

Health Records Libraries

We currently have a vacancy in our team of medical records staff giving a professional service pulling, filing, tracking, culling and retrieving medical notes for inpatient and outpatient services across the Oxford University Hospitals NHS Foundation Trust.

**Please note**:

- this administration role involves physical components
- all staff are required to work Bank Holidays on a rota basis

**Position available**:

- Monday to Friday, 08:30 to 17:00, 37.5 hours per week.

We are a friendly hard-working department spread over two libraries in the JR. Our staff have a rotating variety of daily tasks, a mixture of desk-based work and physical activity. We also interact with, and get to know people from many other departments across the Trust.

OXFORD RADCLIFFE HOSPITALS NHS TRUST

**Job Title**: Health Records Officer

**Base**: Health Records Department,

Oxford Radcliffe Trust

(JR/WW/NOC)

**Grade**: Band 2

**Hours of Work**: 37.5

**Managerial Accountability**: Library Supervisor

**Responsible to**: Library Service Development Manager

Main Purpose of Post

Work as part of a team to provide a professional and efficient administrative function that underpins the retrieval of health records and maintains effective working relationships with clinical, nursing and administrative staff.

Provide assistance to deliver health records across three of the trust sites for outpatient and inpatient attendances.

To provide administrative support within the Health Records Library and across other sites if required in order to maintain library services.

**Responsibilities**:
Telephone bay

Locate health records using the electronic patient record (EPR) and old tracking systems (OxPas)

Request records from other users across the trust or from offsite storage to forward on to wards and departments.

Ensuring confidentiality by checking requestor’s identification and their rights to access patient information.

Highlighting to Library Supervisor if there are any concerns relating to the requestor.

Track health records to user destinations, ensuring number of volumes are recorded. Making up new folders as required.

Deliver records to wards and departments by hand; ensuring confidentiality of the health record is always maintained.

Deliver requests to appropriate members of health records staff. Ensuring requests from police, solicitors, insurance companies etc are passed on to Subject Access team.

Assist staff members throughout the trust on use of the microfiche/cartridge system.

Arrange for collection of records required for the women’s centre.

Bag and deliver notes to shuttle and postal services as required

File requests in date order to be retained for three months.

Communicate effectively using good verbal skills with other colleagues, health professionals, and the general public.

Prioritise miscellaneous paperwork received daily from other trust sites for filing into health records.

Reception, track, pull, file, cull

To assist visitors to the department in retrieving records

Providing training for research and audit staff looking to retrieve records.

Track records back to the library daily using culling methods.

File health records in reverse digit order and maintain filing areas.

Provide health records pulling for outpatient services. Preparing clinic list as required.

Cull records from the libraries as required

Track records sent to offsite storage on EPR.

Maintain clear numbering system for boxed filing of records for staff members returning records to offsite Storage Company.

Clinic Preparation

Print clinic lists and pass in a timely manner to clinic pull team for first pull

**Requesting records from offsite storage as required**:
Ensure new folders or subsequent folders are created and annotated as necessary.

Request records from other users across the Trust to forward on to clinic destinations.

Annotate clinic lists at all stages to show a clear audit trail of progress.

Track all records to correct user destinations.

Attach copies of clinic lists with records.

Deliver records to postal room, shuttle or department as required.

Be first point of contact for clinic enquiries.

Prioritise late bookings and phone requests.

Track and forward late requests using the shuttle service for delivery if appropriate.

Prioritise workload on a daily basis.

Archivist

Be first point of contact for offsite storage enquiries and giving guidance on how to request records, for all records’ users across the Trust.

Track in all records returning from the offsite storage company on EPR and contact requester.

Report any health records not returned from offsite storage to Library Supervisor and help locate health records using tracking codes and audit sheets.

Complete microfiche requests.

File and maintain invoices and requesting forms daily

Maintain audit trail of all requests and returns of health records from offsite storage Compan



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