Clinical Service Support Specialist

3 weeks ago

Plymouth, Plymouth, United Kingdom NHS Professionals Full time
Job Overview

The Clinical Service Administrator will be responsible for ensuring the efficient and accurate administration and preparation of health records for clinics using the Prepping Application and Reporting tools. This role requires strict adherence to and compliance with the Referral to Treatment Access Policy and Administrative Procedure Notes (APNs).

Duties
  1. Individuals are allocated a daily workload by the supervisor and are responsible for organising their own day-to-day tasks.
  2. Responsible for identifying, requesting, collecting, and tracing all health records for their individually allocated clinics on a daily basis in an efficient and timely manner.
  3. Use the Information Technology associated with the role, in particular the iPM System, Prepping Application, and Spreadsheets, to regularly analyse and check the status of clinics of individual patients and clinics.
  4. Ensure that any variances to the scheduled clinics or missing health records are communicated to the Clinic staff prior to the clinic starting.
  5. Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
  6. Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.
  7. Print an up-to-date clinic attendance list prior to preparing clinic.
  8. Request the allocated clinic health records from the Central Records Library.
  9. Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines.
  10. Manually raise any new folders for patients without a paper health record and trace on iPM.
  11. Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.
  12. Prepare health records for allocated specialty clinics.
  13. Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
  14. When the health record is received, organise the contents to comply with the Trust standard filing format.
  15. Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.
  16. Ensure that the correct chapter card relating to the current appointment is inserted into the patient health record.
  17. Ensure that outcome forms are inserted into the patient health record prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway.
  18. Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L7 ensuring boxes are stored in the relevant area in date order ready for collection.
  19. Assist in mentoring and training other members of staff, as requested by the Team Leaders/Supervisor.
  20. Ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work in accordance with this guidance.
  21. Have knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient health records.
  22. Ensure that iPM is kept up to date with the movement of patient health records both into and out of the department.
  23. Ensure that any loose filing is placed in the appropriate section of the health record and repairs are made to any that are damaged.
  24. Split any oversized health records before they are sent to the Derriford Prepping Office.
  25. Action promptly any post, telephone, email, or written requests for health records from other areas/hospitals.
  26. Ensure that the Team Leader is notified as soon as possible if patient health records cannot be located prior to clinic collection deadlines.
  27. In the event of a temporary folder having to be raised, it is the responsibility of the person raising the folder to merge with the original record as soon as possible.
  28. Use good persuasive and analytical skills when the required records have not been traced correctly or prove difficult to locate.

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