Health Records Access Team (HRAT) Clerical Officer

Walsall Healthcare NHS Trust; Walsall; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Walsall seeks a Clerical Officer for the Health Records Access Team. You will handle patient information requests, requiring good communication and organizational skills. Experience in Health Records is a plus. Full training will be provided. The role involves working with medical records, ensuring confidentiality, and collaborating with various agencies.

Qualifications

• Experience in a customer-focused environment.
• Good numeracy skills and attention to detail.
• Able to develop own skills and knowledge.

Responsibilities

• Record and receipt all requests from external agencies.
• Locate medical records and contact departments as necessary.
• Ensure identification verification before disclosing information.

Skills

Excellent communication skills

Knowledge of confidentiality and data protection issues

Excellent keyboard, IT and administrative skills

Customer care and verbal communication skills

Education

2 GCSEs or equivalent (preferably English and Maths)

NVQ level 2 in Customer Service (or equivalent)

Tools

Microsoft Office

Patient Administration System

Job description

Health Records Access Team (HRAT) Clerical Officer

We have vacancies within our our Health Records Access Team. This is a very busy team that provides a vital service to the Trust processing requests for patient information, for example Subject Access Requests, police requests, court orders, continuing care requests etc. Although full training will be provided, you will require an understanding of information governance and data protection principles.PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.

Main duties of the job

You must possess excellent communication skills. Previous Health Records experience would be advantageous. It is essential that you are a well organised, self-motivated individual and be able to adapt to the needs of the service. You must be able to work well as part of a team and on your own initiative.

Duties include:

• Record and receipt all requests from external agencies
• Locate all medical records, contacting various disciplines and departments as necessary
• Ensure verification of any identification is undertaken prior to disclosing information
• Forward copies of medical records to correct destination securely
• Supply copy records as per GDPR and Access to Health Guidelines
• Communication with both internal and external agencies i.e. Solicitors, Police, Coroners, other health care providers and general public
• A good working knowledge of Microsoft Office packages including Outlook.
• Supporting the Health Records Library with the pulling, processing of patient records for planned and unplanned clinical activity.
• Scanning of patient information, quality checking and uploading into our electronic document management system
• Supporting with prefile
• Supporting with all other general Health Records Department duties.

About us

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Job responsibilities

Health Records Library operates 24/7, 365 days per year. You will have the benefit of working as part of a large, supportive team but are also expected to show initiative, work independently and demonstrate consistently high standards. Being flexible in approach and having an awareness of the need for confidentiality and integrity is vital in this role. You will be able to work in a calm organised way with the ability to multi-task. You must be confident, friendly and able to work in a very busy environment against extremely tight deadlines.

Person Specification

Qualifications

• - Good standard level of education (2 GSCE's or equivalent - preferably English and Maths).
• NVQ level 2 in Customer Service (or equivalent).

other

• Able to develop own skills and knowledge and participate
• - Able to monitor and maintain health, safety and security of self and others.

Knowledge and Skills

• - Knowledge of confidentiality and data protection issues.
• Excellent keyboard, IT and administrative skills.
• Knowledge of DPA and GDPR
• - Numeracy skills and attention to detail.
• Good customer care and verbal communication skills.
• Lifting and manual handling techniques

Experience

• - Dealing with patients/general public face to face or working in a customer focused environment.
• Using MS Office and other Information systems/Patient Administration System (desirable) to input and update personal data.
• Working as part of a team in a busy environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.