Health Records Officer

3 weeks ago

Tetbury, United Kingdom Tetbury Hospital Trust Ltd Full time

Tetbury Hospital Trust
**Job Description**:
Title: Health Records Officer

Grade: S (NHS ‘3’ Equivalent)

Responsible to: Head of IT & Administration

Accountable to: Head of IT & Administration

Liaises with: Consultants, nurses, ODPs, ENPs, domestics, maintenance, secretaries, physiotherapists, booking office staff, volunteers, delivery drivers, patients, relatives, carers.

Job Summary:
We are seeking a highly organized and detail-oriented individual to join our team as a Health Records
Administrator. In this role, you will be responsible for maintaining and managing paper health records, ensuring accurate documentation through scanning onto the 'SystmOne' platform, recording and tracking records on a database, and developing efficient processes in alignment with 'SystmOne' implementation.
This position requires effective communication skills as you will be liaising with Health Record
Administrators and the DSU Administrator.

Principle Duties:
1. Maintain Paper Health Records:

- Organise and manage physical health records with accuracy.
- Ensure confidentiality and compliance with privacy regulations in handling paper health records.

2. Scanning of Patient Records onto 'SystmOne':

- Perform scanning of patient records onto the 'SystmOne' platform.
- Verify and cross-check scanned records for accuracy.

3. Recording and Keeping Track of Records on a Database:

- Input and maintain accurate data on the designated database.
- Regularly update and review database entries to ensure completeness and correctness.

4. Develop Processes in Line with 'SystmOne' Implementation:

- Collaborate with relevant stakeholders to establish and optimise processes aligned with the 'SystmOne' implementation.

Health Records Officer Last Updated: January 2024 Page 1 of 3
**Job Description**:

- Identify areas for improvement and implement changes to enhance efficiency.

5. Liaising with Health Record Administrators and DSU Administrator:

- Foster effective communication and collaboration with Health Record Administrators and the DSU Administrator.
- Address queries and provide support in the integration of health records systems.

6. Collating Notes for Clinics and Surgery:

- Collect and organize patient notes for clinics and surgery, ensuring accessibility for healthcare professionals.
- Collaborate with clinical staff to meet specific documentation needs.

7. General Administration Duties:

- Assist in general administration tasks as required.
- Maintain a well-organized and efficient work environment.

Qualifications and Skills:

- Previous experience in health records management or administration preferred.
- Familiarity with 'SystmOne' or similar electronic health record systems.
- Strong organisational and multitasking skills.
- Excellent attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Ability to adapt to changing processes and technology.
- Knowledge of privacy regulations and confidentiality practices in healthcare.

Person Specification

SPECIFICATION DESCRIPTION
Essential Desirable
Qualifications Good basic education Knowledge of PAS,
(English and Maths) Excel, Word, Choose and
- Keyboard / Computer Book, MSS. literate

Experience/Skills Effective communicator Ability to problem solve.
- Confident at dealing with Motivated, accurate with members of the public. the ability to multi-task.
- Experience of providing Experience of handling high standards of sensitive information, service.
- Problem solving
- Experience of working in a pressurised environment.
- Able to work as part of a team.
- Ability to manage own work.
- Ability to manage time effectively.

Health Records Administrator Last Updated: October 2023 Page 2 of 3
**Job Description**:

- Ability to prioritise.
- Tact and diplomacy.
- Empathy with patients
- Ability to be professionally assertive when required,
- Ability to learn
- Understanding of confidentiality and data protection act.

Communication Skills Articulate with the ability to communicate in

English.
- Projects a positive and professional image.

Flexibility To work as a team and to provide cover as and when required.Other To be aware of all aspects of statutory responsibilities (e,g.Health and Safety, DataProtection, ManualHandling.
- Staff are required to move notes between areas within the Hospital.

This involves the understanding of the principles of load handling.
- The post holder will be required to use a VDU for periods of time.

I understand and accept my accountabilities and responsibilities as outlined in this Job Description and Person Specification.

Name Signature Date
Post Holder

Name Signature Date
Line Manager

Health Records Administrator Last Updated: October 2023 Page 3 of 3
**Job Description**:
**Job Type**: Part-time

**Salary**: £11.70-£12.48 per hour

Expected hours: 20 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus scheme

Wo

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