Health Records Clerk

We are looking for an enthusiastic person to join our Health Records Library/Scanning Team. You must be able to work well as part of a team and on your own initiative.

The Health Records Library and the Scanning Team provide a vital service to the trust by retrieving records for clinics and collecting inpatient records, preparing and scanning into the patient’s electronic record. This role requires attention to detail.

You will be required to undertake various clerical duties in connection with the custody and retention of patient records.

**Working pattern**:
Monday, Wednesday ,Thursday, Friday 9.30am - 6pm and Tuesday 9.30am - 5.30pm, all with 2 x 15 min and 1 x 30 min unpaid breaks

The post holder will undertake various administrative duties associated with the custody and use of Health Records as well as those associated with a patient’s admission and/or attendance to the Trust, as outlined in the OP07 Health Records Policy.

The post holder will be part of the Health Records Team which includes working within the Health Records Library, Scanning bureau and GP correspondence team. Duties include retrieval, filing and tracking of Health Records in an efficient, timely and responsive manor.

It is expected that the post holder will demonstrate a level of initiative within clearly defined limits and adhere to the OP07 Health Records policy and Data Protection Act 2018 at all times.

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

To retrieve Health Records from the library for Out-patient clinics and any other requests using the departmental process in a timely manor

To sort and accurately file Health Records on return to the department using the departmental process in a timely manor

To answer the telephone and other enquiries regarding Health Records location and access information via the PAS system.

To remove and weed inactive Health Records from the library for destruction in accordance with the retention schedule set out in the OP07 Health Records Policy

To conduct in depth searches for Health Records that are not correctly filed

To ensure the timely delivery of prepared clinics to the appropriate Out-Patients Departments where appropriate.

To be responsible for the timely processing of all incoming and outgoing mail

To arrange internal transport for Health Records as required

To process any requests for stationary and to monitor the stationary stock levels in the department. If necessary request a replacement order.

To collect ‘Skinny’ inpatient files on a daily basis from all wards across the site for patients who have been discharged

To prepare and scan Health Records using Opex, Kodak and IQ Scanner machines into the Clinical Information Systems according to the OP07 Health Records Policy and within the Trust timescale of 24 hours

To conduct the Data Quality checking process of scanned documents as per departmental process.

To process requests for Health Records held on microfilm and bring back to hard copy if required

To make the necessary checks using the Spine and PAS system to re-direct rejected e-discharges received via the EDT hub or through the post and to update PAS and forward onto the correct GP

To action GP correspondence received via the EDT hub for patients not registered and no longer registered with a GP and re-direct to the correct GP

To ensure any duplicates are sent for deletion via Docman

To re-send to the correct GP any e-discharges that may have been sent incorrectly

To accurately investigate complex merges, duplicate NHS numbers and PAS registrations by checking spine and PAS in order to determine if a merge of Health Records is appropriate both physically and electronically and take action within the allocated timeframe.

To liaise with GP surgeries for clarification regarding patient demographics

To maintain and update incorrect e-discharges onto spreadsheets

To accurately input and update all patients related information received via telephone calls that may come in internally or externally onto the computer