Medical Records Clerk

Medical Records Clerk - Fixed Term 12 Months

**Post Available are below**:
1 x 20hrs Evening Filer

Mon -Thur - 5 pm-9pm - Fri 4pm-8pm

1 x 20hrs Clinic Prep

Mon - Fri - 1pm -5pm

We are looking to recruit a reliable and enthusiastic individuals to join our busy team in providing a professional and effective Medical Records service for the Trust.

These hours are various across a 7 day week. Staff are contracted to work 5 over 7 days and will therefore be expected to work weekends and bank holidays where needed.

Computer literacy is essential as you will be expected to input and extract information from various Trust Patient Administrative Systems.

Please note this role requires significant physical effort when preparing and managing the Medical Records.

To provide an efficient Health Records service maintaining a high level of accuracy and confidentiality at all times. Medical Record staff ensure the efficient storage, use and provision of medical records to support patient care.

An appreciation and understanding of the confidential nature of the work is essential. You should be able to work as part of a very busy team and on your own initiative.

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate:

- Safety
- Care
- Respect
- Communication
- Learning

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.

Main Responsibilities
- Clinic Preparation

Produce daily Clinic lists from the patient administration system.

Query and amend any incorrect patient details.

Extract required case-notes from Medical Records file and locate those currently outside the department using the electronic tracking system.

Assemble case-notes to include referral, divider, history sheets, report sheet etc., ensuring they are acceptable for clinic use.

Track all notes to appropriate destinations.

Ensure all records are present and correct for collection in line with Clinic deadlines

Deal promptly with all internal and external telephone queries.
- Clinic Delivery

Daily collation of clinic records per clinic area.

Organise, Track and Load clinic records into trolleys.

Liaise with Clinic Preparation team as required.

Deliver all clinic trolleys per session.

Retrieve empty trolleys from previous sessions.
- Scanning, Culling and Library Maintenance

Prepare Casualty Cards and Case-notes for scanning. (Cards are scanned weekly, four weeks retrospectively)

Scan Casualty Cards and Case-notes into the Electronic Document Management System

Retrieve or provide advice re scanned Casualty cards and Case-notes Disc as and when requested.

Extract and send Case-notes from the library as requested

Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site.

Cull and provide maintenance to ‘thick’ case-notes to alleviate storage difficulties and ensure they are acceptable for use.

Track all notes to appropriate destinations.
- Filing

Receive in and refile all case-notes returned to the Medical Records Library and file using the electronic RFID case note tracking system.

Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site

Assist other members of staff in the location of miss-filed/’missing’ case notes.

Generally assist with all clerical duties within Medical Records as and when requested by the Records Manager or Supervisor.

Notify the Supervisor or Health Records Manager of any problems that occur.
- Med Legal admin support

Provide general admin support to the Health Records Administrators within the Med Legal Section

Photocopying/ Printing health records in line with departmental processes

Completion of Compensation Recovery Unit database
- Knowledge and Skills

Training of new staff, bank staff, and work experience trainees etc. in the working methods of reception and appointments procedures.

Good keyboard skills are required for inputting and amending patient information onto the Lorenzo system, thus ensuring Data Quality.

Monitoring of own workload is required to ensure session/data deadlines are met especially when additions to c