Medical Records Administrator

**MEDICAL RECORDS ADMINISTRATOR**

**Southampton - 37.5 hours per week | Permanent |**

**ROLE PURPOSE**

To act as part of the team in the Medical Records department in order to contribute to the customer services processes by maintaining an efficient medical records system whereby all patient paper records are filed accurately and stored securely. To protect notes from unauthorised access and damage. Provide a robust tracking system with in the hospital. To ensure that all patients undergoing treatment at the hospital have a medical record folder with the relevant forms and documents filed in the appropriate sections. To ensure that the up to date, complete patient record is available and accessible on the day of the patient's admission to hospital or to clinic as appropriate.

**ACCOUNTABILITIES AND ACTIVITIES**
- To ensure that all medical records are collated correctly and filed accurately and available for use as needed within the hospital environment.
- To comply with any requests for the retrieval and delivery of records '“ including medico-legal requests e.g. informing HOCS, Clinical Governance, consultant, as applicable, invoicing legal firms, photocopying patient case notes etc.
- Preparation of all records and paperwork related to an out-patient clinic/inpatient/day-case admissions ensuring that files are securely prepared and checked pre-issue.
- To comply with all hospital policies.
- To attend all mandatory training courses and others where required
- To assist with requests for information from organisations outside the hospital in accordance with the Data Protection Act guidelines
- To assist in the ordering of medical records from offsite using web based ordering system and to supervise archiving of patient records in accordance with legislation.
- Maintain on-site records in order to ensure availability for agreed timescales dependent upon patient type.
- Assist with patient requests for notes.
- Comply with all Hospital local policies including Health & Safety, Quality, Fire, Security and uniform
- Adhere to and promote the SPIRE vision and values

**Who we're looking for**

QUALIFICATIONS, TRAINING AND EXPERIENCE
- Proven experience within an administrative and/or customer service environment
- An accurate approach when working to strict deadlines and a confidence when delivering information to key personnel.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office, particularly Word, Outlook and Excel.
- Enthusiastic, self-motivated, able to prioritise and work accurately under pressure with sound numerical and analytical ability and attention to detail.
- Ability to work independently and as part of a team with a desire to provide excellent customer service
- Good organisational skills and time management.

JUDGEMENT SKILLS

The post holder will need to act with tact and discretion and appreciate the confidentiality implications when dealing with personal information. They will have the ability to prioritise tasks and raise issues when necessary. Being self-motivated and able to act on own initiative.

FREEDOM OF ACTION

Strategic hospital objectives will be set by the Hospital Director and Senior Management Team. The Medical Records Team will work with the Medical records Team lead to achieve and support these objectives. The post holder will be expected to work on their own initiative but to work closely with other departments in the hospital

**Benefits**

We offer employees a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

- 35 days annual leave inclusive of bank holidays
- Employer and employee contributory pension with flexible retirement options
- '˜Spire for you' reward platform - discount and cashback for over 1000 retailers
- Free Bupa wellness screening
- Private medical insurance
- Life assurance

We commit to our employees' well-being through work life balance, on-going development, support and reward.

Spire Healthcare is a leading independent hospital group in the United Kingdom and the largest in terms of revenue. From 39 hospitals and 8 clinics across England, Wales and Scotland, Spire Healthcare provides diagnostics, inpatient, day case and outpatient care.

**Spire Healthcare are proud to be an equal opportunities employer. We celebrate diversity and are committed to creating an inclusive culture for all. Our people are our difference, it's their dedication, warmth and pursuit of excellence that sets Spire Healthcare apart.**

About Us: Welcome to Spire Healthcare Careers - Here at Spire Healthcare, caring is our passion. We have been putting patients at the heart of everything we do for over 25 years. Everything we do works towards one vision; to provide the best care possible. We're committed to looking after people, both patients and staff. Join us, and you'll receive a warm welcome.

**Who are we?**:

- A profitable, successful business led by an experienced and stable s