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Medical Records Officer

4 months ago

Carlisle, United Kingdom Your World Healthcare Full time

**Medical Records Officer**

**Location**: Carlisle

**Job Type**: Temporary

**Duration of booking**: Expected to last 5-6 months with possible extension

**Proposed start date**: ASAP

**Pay Rates**:

- **Monday to Friday 6am to 8pm**:£10.69 per hour PAYE inclusive of holiday
- **Saturday/Nights 8pm to 6am**:£14.50 per hour PAYE inclusive of holiday
- **Sunday/Bank Holiday**:£18.50 per hour PAYE inclusive of holiday

**Hours / Working Days**:37.5 hours per week / Monday to Friday hours between 6am - 8pm

**Sector**: Healthcare

**Based**:Office / Hospital

**JOB SUMMARY**
- To provide an effective and efficient health records service that will deliver the timely availability of the digital health record to support patient care and supporting in managing of the paper estate until this disappears in time.
- To manage the digitised data that forms part of the electronic patient record
- To provide an effective and efficient Scanning Bureau service that will include the preparation, scanning, validation and uploading of diverse document types
- To participate in the archiving process of the paper health record and any re-call
- To assist in the prompt processing of deceased patient paper health records where directed
- To continue to develop and maintain competencies in all areas of work

**SKILL EXPERIENCE AND KNOWLEDGE**

**- Be in good physical health and be able to do medium lifting with easy - Working to deadlines in an office environment**:

- Use of IT systems (Microsoft office packages) & _Managing filing systems_
- Adequate technical skills to be able to adapt to the use of scanners, electronic document management system which will be tested via interview process.
- Knowledge of UK GDPR (General Data Protection Regulation 2016 and Data Protection Act 2018)
- Knowledge of confidential issues
- Knowledge of NHS
- Operational knowledge of document scanning and hardware up to competent level.
- Knowledge of patient administration system and case notes procedures
- Work well as part of a team & ability to work unsupervised.
- Good keyboard skills to enable accurate data capture
- Excellent interpersonal skills for effective communication with colleagues both inside and outside the department.
- Ability to communicate with members of the public, all staff and health care providers
- Frequent and accurate concentration on the accuracy of the scanning process from preparation through to scanning.

**DUTIES AND RESPONSIBILITIES OF THE POST**
- Maintain and update patient details onto PAS in accordance with Health Records standards, Data Protection and Public Records Acts.
- Work as a flexible team member to ensure all areas within the department are staffed to maintain a seamless service
- Maintain and improve knowledge, skills and competence to ensure high standard of health records service
- Develop, maintain and improve knowledge, skills and competence in all scanning bureau functions to required level
- Maintain and improve knowledge in the archiving Health Records Process
- Undertake training in all aspects of the medical records functions including IT systems, library management and information governance.
- Ensure patient’s casenotes are handled in accordance with Health Records standards
- Interact with a variety of service users providing a high level of customer service
- Provide and receive routine verbal, electronic or written messages accurately, referring non-routine issues to the appropriate person where necessary.
- Report problems or concerns to the Digital Health Records Operational Lead
- Provide progress reports on current tasks to relevant colleagues
- Use the Trust computerised patient information system for entering or retrieving patient information and tracking notes
- Ensure communication is consistent with legislation, policy and procedure
- Ensure all patient related information is treated sensitively and adheres to the principles of confidentiality at all times
- Mentor colleagues by supporting and encouragement at all times and sharing knowledge with colleagues within the department
- Deal with telephone enquiries from internal and external sources
- Interpret data on QR codes, barcodes and headers for accuracies
- Deal with queries in a prompt effective and polite manner
- Use own initiative and seek advice where appropriate following set procedures
- Plan own workload to undertake activities to maintain medical records functions. Some tasks and activities will be on-going and there may be a need to make short-term adjustments to ensure deadlines and targets are met
- Manoeuvres case record trolleys.
- When trained and deemed competent undertake all electronic health records functions
- Manually handle paper records
- Perform repetitive tasks when operating the scanning machine
- Frequent concentration is required. Work patterns are predictable however there may be some interruptions requiring an immediate response
- Able to re prioritise work in order to accommodate unexpected demands and meet deadlines to maintain service delivery
- Will be expected to carry out several tasks at one time switching tasks throughout the shift
- Requirement to use VDU / IT equipment on a daily basis
- Requirement to use scanning equipment for long periods of time on a daily basis
- Advanced keyboard knowledge and skills to produce reports and for the analysis of data
- Record information accurately when inputting and manipulating data
- Request files from Fastness where these are required to be digitalised (i.e. patient coming back into service) or as part of annual destruction programme.
- Boxing of records and live notes for archive purposes or for transfer to scanning company.