Medical Records

3 days ago

Southport, United Kingdom Unite Professionals Full time

**Job Title**:Medical Records and Office Clerk

**Reports to**: Lynn Davies

**Location**:Southport

**Salary**: £15,210 pro rata + bonus structure + company pension

Full Time Salary - £20,280 pa

**Hours**:30 hours per week, Monday-Friday - with the possibility of increasing hours in the future

**Main Purpose of the job**:
This is a new role, split between working with the Medical Records team and supporting the
Unite Professionals team with office / general administration. This role will entail working with
Medical Records team to support our national team of Case Manager’s in the sourcing and sharing of NHS medical notes with relevant and appropriate stakeholders. They must be methodical in their approach to work and have a keen eye for detail. The role is mainly administrative but also requires excellent telephone skills in liaising with the NHS Trusts
(include GP’s surgeries) and our clients in the sourcing of medical notes and records, as well as supporting the Unite admin team.

**Key Responsibilities**:
**Clinical and Medical Records**
- Work with Medical Records to priorities workload and activities.
- Ensuring clients medical consent forms are obtained in line with GDPR regulations
- Updating client consent forms to our database and ensuring these are kept updated in line with GDPR regulations
- Requesting clinical and medical records from the clients GP or attending hospitals
- Scanning, saving and recording clinical and medical records to our systems and updating our database
- Liaising with our national team of Case Managers on clinical and medical record requests
- Releasing clinical and medical records to the case manager and appropriate internal and external parties
- Maintaining and managing relationships, with GP’s, hospitals and other NHS pathway organisations
- Updating the database, with known client medical appointments and informing relevant internal and external parties
- Prioritising clinical and medical records, for our INA’s (Immediate Needs

Assessment) reports
- Editing and the sending of case manager letters to the clients GP and attending hospitals and obtaining an appropriate response
- Liaising with the case managers and the rehabilitation coordinators on required clinical and medical records
- Liaising with clients sensitively via the telephone with regard to medical consent forms and clarifying medical appointment information
- Updating the database with named GP, Consultants and other NHS pathway organisations.
- Filing or scanning of office correspondence, in line with GDPR regulations
- Liaising with the medical records clerks on items to be processed and to complete a handover in advance of their working pattern, as per the process

**Post**
- To attend the post office, where tracked and special delivery services are required
- Cheques to post office
- Opening all post and distributing around the business (Southport and Taunton) as per process
- Scanning and updating our database with relevant letters and clinical and medical records received

**Answering Main Line Number**
- To answer and transfer client calls, to appropriate internal staff on our main line number
- To give out internal employee’s direct dial numbers to ensure the phone traffic to the main line number (s) is kept to a minimum

**Archiving**
- To archive in line with GDPR regulations
- To update the database in line with GDPR regulations
- To keep the archiving areas in an organised and orderly fashion
- To ensure any clinical and medical records, not considered appropriate and/or relevant for case manager requirements are reviewed with the clinical supervisor and destroyed in line with our GDPR regulations.
- To maintain a clear, paperwork free desk environment and to ensure all clinical and medical records received, are managed in line with GDPR regulations.

**Office Stationery (printer and general stores only)**
- To manage and order relevant toners and equipment for printers and scanners
- To manage the stationary stores and order relevant items as required
- To maintain correct procedures and auditing of payments via our disbursements credit card

**Finance**
- To liaise with the rehabilitation coordinators, to ensure purchase orders are raised for clinical notes
- To complete payment request forms for invoices received for clinical and medical records
- To liaise with our Finance team, on raising payment (cheque or BACS) to ensure invoices are paid promptly.

**Other Office responsibilities**
- Office online food shopping
- Hotel bookings
- Training / Webinar bookings
- Conference bookings
- Travel / train / parking bookings
- Group greeting cards / flowers
- Any other office duties, as deemed appropriate

**Key relationships**
- Medical Records
- New Business Team
- Compliance Officer
- Operations & Clinical Team
- Rehabilitation Coordinators
- Finance Team
- Clients
- GP’s & NHS stakeholders

**Person Specification**

**Essential**
- Ability to work in total collaboration with

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