Clinic Preparation Clerk, Band 2

4 weeks ago


Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

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.



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