Deputy Health Records Supervisor

To assist the Health Records Supervisor with the day to day operational 24/7 supervision of the Scanning Bureau, Health Records Library, to work across these areas as a working supervisor ensuring demands are met within deadlines To monitor and ensure all scanning work carried out is completed within agreed timeframe and quality checked in accordance with the OP07 Health Records policy. Record/Monitor Staff deletions of scanned work and staff monthly target figures To monitor quality of inpatient records/loose filing documentation received and raised any issues with appropriate ward. To ensure retrieval requests for Health Records are processed in a timely, efficient manner Ensure that all staff are fully trained and equipped to undertake their roles, including the operation of all computerised systems within the department and identifying any issues to the Health Records Supervisor. To co-ordinate the rotation of Health Records staff throughout the department, ensuring an efficient skill mix of the multiple tasks required is carried out, including reorganisation of work to ensure that changing priorities are met.

To co-ordinate the retrieval requests for historic records that are held off site To conduct complex searches for Health Records that are missing. To deputise in the absence of the Health Records Supervisor, and ensure the continuity of the service. To support the Health Records Supervisor with the implementation of procedural and policy changes. To communicate effectively and with colleagues at all levels within the Trust and outside agencies using tact and diplomacy at all times.

To collate, update and maintain information stored on departmental databases. To provide statistical information and reports which are required by set deadlines. To assist the Health Records Supervisor to ensure systems, policies and audit processes are in place to monitor and evaluate quality standards relative to the department. To assist the Health Records Supervisor with providing relevant information for staff meetings, and assist in maintaining affective communication with all staff within the department.

Deliver staff weekly meetings updating staff on any departmental changes. To ensure that good customer care is provided at all times. To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients, visitors and staff and attend all relevant health and safety training.To ensure that all duties are carried out to the highest possible standard.To assist with the recruitment, selection and induction of Health Records staff. To train newly recruited Health Records staff, including an introduction into working practices and procedures.

The post holder must at all times carry out his/her responsibilities with due regard to the Trusts Equal Opportunities Policy To assist in the training and monitoring of all staff within the department and to highlight any areas of concern to the Health Records Supervisor. To ensure all staffs mandatory training is up to date and chase any outstanding training in a timely manner To assist with the recording of sickness absence inclusive of return to work interviews and the recording/sanctioning of annual leave. Conduct staff appraisals To ensure the security of casenotes and all other patient related information within the department. To conform to the rules of confidentiality, including the release of patient information.

To adhere to all Departmental and Trust Policies and procedures, including Health & Safety. To ensure the security and maintenance of all office equipment, ensuring that any break downs or defects are reported immediately to both internal and external companies. Be aware of the confidential nature of the work and adhere to the policy concerning confidentiality at all times ensuring strict security of documentation and vulnerable items of equipment at all times To cover in the absence of colleagues/staff as required 24/7 and on bank holidays. On occasions staff may be required to lone work therefore will follow the lone working policy and procedure.

To undertake training in other areas of Health Records to support cross-cover in the absence of colleagues/staff as and when required for the Switchboard Service or Access to Health Records Team. Financial Responsibilities To order and ensure the safe storage of stationery and supplies for the department, making sure adequate stock levels are maintained.To maintain a dynamic Personal Development Plan demonstrating a clear commitment to continuous education and self-directed learning. The post holder will be expected to participate in an annual appraisal In line with the annual personal development plan the postholder will be expected to undertake any training or development required to fulfil their role. To attend all relevant mandatory training in health and safety, risk assessment, infection control etc.This job description is not intended to be an exhaustive list of duties