Health Records Supervisor

6 days ago

Truro, United Kingdom Royal Cornwall Hospitals NHS Trust Full time

An exciting opportunity has arisen in the Health Records Library at Treliske, as a Band 4 Health Records Supervisor. This is a great learning opportunity for someone looking to enhance their career, working with a friendly dynamic team of Health Records Assistants.

Applications are being invited for a vacancy for an Health Records Supervisor within Health Records Library at RCH, working Monday to Friday 08.00 - 16.00.

This position may not be suitable for a person with a disability or health condition.

Flexibility and reliability is of extreme importance, as you may be required to cover absences and participate in the Bank Holiday rota.

The successful applicant should be prepared to work in a challenging and changing environment and be ready for new challenges to adapt to new processes in this rapidly evolving aspect of moving from paper to electronic records. This person will be expected to demonstrate the Trust Values in their day to day work.

The Health Records Supervisor will be responsible to provide an efficient and effective service within the Health Records Department. To lead and supervise the staff ensuring an efficient and responsive service continues during the transition to eNotes. This role is a “hands on” working Supervisor and you must have good upper body strength and stamina and have thee physical ability to meet the very demanding requirements of the role. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent interruptions, and you must possess effective communication skills whilst always maintaining patient confidentiality.

Working as part of a team of 16 members of staff, duties may include retrieving and filing case notes within the Health Records Department, using an electronic tracking system and preparing case notes for use by health care professionals.

Accuracy and numeracy will be essential skills and you will be used to achieving and sustaining deadlines whilst working with minimum supervision in a safe and considerate manner. You will also need to read hand written or electronic documents displayed as 10 / 11 font.

Medical records can weigh as much as 10kg, therefore good dexterity and manual handling skills, are essential as is the ability to climb ladders up to two metres high.

Sustainability is integral to the Trust achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.

To lead and supervise the staff ensuring an efficient and responsive service continues during the transition to eNotes.

To work on own initiative, prioritise and supervise the staff within the section which will include the allocation of duties, dealing with annual leave requests and ensuring eRostering is kept accurate and updated at all times

To identify and assist in the development and revision of departmental policies and procedures, promoting the maximum efficiency of the department.

Ensuring that, on appointment, all staff are fully trained for their duties to include Manual Handling, Case Note Management, Fire, Health & Safety and that annual refresher sessions are arranged.

To deliver manual handling training to new and existing staff (as per Trust Policy) prior to undertaking of their duties

To undergo training to become a Link Trainer and maintain currency on an annual basis.

Undertaking staff appraisals and personal development plans in line with Trust policy.

To be aware of, and deal with, staffing issues that may be distressing.

To interrogate the Patient Administration System and clinical systems for all enquiries, updating of patient information and printing of relevant lists, and specifically for responding to queries where the appraisal of records is not clear.

Allocate and monitor workloads of the team members and ensure cover is provided in times of annual leave and sickness.To ensure patient confidentiality is maintained at all times.

To provide cover within the Health Records team/other Health Records Departments and sites during times of annual leave and sickness.

Communicate with colleagues to ensure the smooth running of the department.

To ensure staff within the team attend mandatory training sessions and to be involved in appraisals and personal development plans.

Ensure that adequate staffing levels are in place and to participate in the recruitment and selection process for new staff

Assist the Operational Health Records Manager and Assistant Health Records Manager with the setting and monitoring of standards for the Service.

To collate the results into meaningful reports. To deal with and re-direct enquiries from clinicians/GP’s/patients/relatives/nursing
staff/hospitals/other departments.

To be the first point of contact for patients/relatives/police/general public/medical staff when visiting the Disclosure Office (some of these people may be very distressed).

To ensure that

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