Health Records Assistant (Evenings)

University Hospitals Plymouth NHS Trust; Plymouth; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare institution in Plymouth is seeking a dedicated individual to support the Health Records Service. This role involves managing health records, assisting clinical staff, and ensuring confidentiality. Candidates should possess relevant experience with PC applications and strong communication skills. The position offers opportunities for career growth in a supportive team environment.

Qualifications

• Experience of managing own workload and working to strict deadlines.
• Understanding of Health Records/Case note Procedures.
• Ability to remain calm in a busy environment.

Responsibilities

• Locate and extract case notes from files in date order.
• Action urgent requests for case notes promptly with attention to detail.
• Maintain tidy filing bays and ensure notes are secure.

Skills

Experience working with PCs and Microsoft applications

Knowledge of patient confidentiality

Excellent communication and interpersonal skills

Self-motivated and able to work on own initiative

Education

GCSE or 'O' level qualification

NVQ Level 2 in Business Administration

Job description

To provide and maintain an efficient and high quality Health Records Service throughout the Trust.The post-holder will provide support for pulling and filing of Health Records within the Central Records Library and will assist the CRL Supervisor in acting as a point of reference for Clinicians and other Staff groups providing advice and support to clinical and admin teams on Health Records issues.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

The post-holder will provide support for pulling and filing of Health Records within the Central Records Library and will assist the CRL Supervisor in acting as a point of reference for Clinicians and other Staff groups providing advice and support to clinical and admin teams on Health Records issues.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Job responsibilities

Working to pre-determined targets and utilising computerised pulling lists, locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.

Action all urgent telephone requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.

Action written/faxed/emailed requests for case notes, in order of priority and locate and extract case notes from file in date order of priority, pack notes and trace electronically to the appropriate department.

Co-ordinate transport of urgent requests. Should Case notes be at Scott Hospital, travel by taxi to retrieve them.

To undertake comprehensive searches and take all necessary actions, and exhaust all avenues to ensure the correct action for all requests.

To use personal judgement and initiative when analysing the facts that are required to locate a patients record, such as looking for a misfile or determining when a temporary folder should be created.

Ensure that all notes are in a good secure condition with year stickers, carry out basic repairs on badly damaged case-notes, or pass to Filing Coordinator for attention.

Maintain tidy filing bays by moving case notes as and when necessary, and in particular when excessively large case notes are returned to file.

For further details please see attached JD&PS.

Person Specification

Knowledge % Experience

• oDemonstrable experience working with PC's and Microsoft applications
• oDemonstrable experience of managing own workload and working to strict deadlines
• oUnderstanding of the need for Patient confidentiality
• oBackground and proven knowledge of iPM and a range of Health Records/Case note Procedures

Qualifications

• oNumeracy and literacy qualifications (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1) or equivalent
• oNVQ Level 2 in Business Administration or equivalent demonstrable experience
• oAble to work within a warehouse environment, climbing ladders and using kik stools, while carrying case notes.
• oManual handling, to carry, move, lift case notes, load and unload blue boxes of case notes
• oAccuracy and attention to detail
• oExcellent communication and inter-personal skills
• oRemain calm within a busy environment
• oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
• oMeet deadlines and daily targets
• oWork as part of a team and have a flexible approach to cover colleagues during absences
• oGood organisational skills/prioritise workload

Desposition/ Atitiude / Motivation

• oSelf-motivated and able to work on own initiative
• oEnthusiastic and responsive to new demands
• oWilling to learn new skills and welcome change
• oDiscretion and tact
• oAdapt to change

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.