Health Records Clerk

As part of the Health Records team, you will be responsible for providing an efficient, timely and responsive Health Records service to the Trust to support a high standard of clinical care to the patients and clinical staff.

The Health Records Service is responsible for the retrieval, preparation and scanning of patients’ health records into the Electronic Document Management System, ensuring timely availability to support a high standard of care to the patients.

To be responsible for the timely preparation, retrieval and scanning of temporary health records for outpatient clinics or elective / emergency admissions.

Liaison with departments and wards daily, requiring good communication skills.

The role may necessitate assisting patients and outside agencies with patient related enquiries.

The role may require you to transport notes using a Trust provide vehicle between multiple sites, a full clean driving licence is desirable.
- To retrieve health records from the Central Library, departments and other hospitals for clinic preparation purposes or as requested by departments
- To ensure that all health records for clinic appointments are prepared to the standard required
- To ensure all health records are tracked correctly on Patient Administrative System and delivered or filed to correct location in accordance with Health Records operational procedures
- Ensuring filing areas are tidy and ordered in accordance with local policy whilst adhering to trust health and safety and manual handling procedures
- To deal professionally with other hospitals and outside agencies
- Prepare documents within each health record in readiness for electronic scanning
- Clean, test and calibrate scanners before use each day
- Scan health records following agreed Trust agreed specifications.
- Access and update information using the Trust ‘s Patient Administrative System
- Maintain scanned documents within the electronic document management system

To continuously meet Key Performance Indicators (KPIs) required within each function within the Health Records Department, and as defined by the Health Records Supervisor and/or Head of Health Records.

Staff are expected to frequently enter in the Central Storage Library where there is exposure to dust and dirt.

Staff are potentially expected to work at heights to enable them to retrieve health records, this will involve climbing ladders and working for a time at heights. Full training and equipment will be available. Staff are required to follow local safe systems of work and maintain all relevant Trust Health & Safety training sessions.

The post holder will be required to use PC, Laptops, tablet devices and scanners for periods of time to carry out the duties of the post.

The post holder will be required to follow all relevant Standard Operating Procedures within the Health Records Department and continuously meet the Key Performance Indicators (KPIs) required of the role and post holder.

The post holder will work co-operatively and liaise with multi professional members of the Trust, patients, and relatives.
- To retrieve health records from the Central Library, departments and other hospitals for clinic preparation purposes, inpatient and emergency admissions.
- To retrieve health records from the Central Library and departments as requested by departments.
- To ensure that all health records for clinic appointments are prepared to the standard required.
- To ensure all health records are tracked correctly on PAS and delivered to correct location.
- To file health records correctly and in accordance with Health Records operational procedures.
- Maintain filing areas ensuring health and safety and manual handling procedures are adhered to.
- To deal professionally with other hospitals and outside agencies.
- Deal appropriately with all enquiries and requests via telephone and e mail and escalate as necessary.
- Prepare documents within each health record in readiness for electronic scanning.
- Clean, test and calibrate scanners before use each day.
- Scan health records following agreed Trust agreed specifications.
- Access and update information using the Trust ‘s Patient Administrative System
- Maintain scanned documents within the electronic document management system.

To continuously meet Key Performance Indicators (KPIs) required within each function within the Health Records Department, and as defined by the Health Records Supervisor and / or Head of Health Records.
- To provide cover within department during sickness and annual leave or as indicated by the Health Records Supervisor and / or Head of Health Records. This includes working across site within all functions of the Health Records department to undertake the duties and responsibilities of this post.
- To work flexibly and have the ability to work acrossallfunctions within the Health Records Department.
- To deal with own enquiries regarding workload and in addition deal with any enquiries or querie