Health Records Assistant (Evenings)

Graphics Express LLC; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare trust in England is seeking a Health Records Assistant to provide effective and efficient management of health records. Responsibilities include maintaining the integrity and security of records, prioritizing urgent requests, and ensuring compliance with standards. This role offers an opportunity to be part of a dedicated team committed to delivering high-quality patient care. The trust values work-life balance and encourages applicants from diverse backgrounds to apply.

Qualifications

• Experience in handling health records and filing systems.
• Ability to maintain confidentiality and security of records.
• Strong ability to work with computer systems for record management.

Responsibilities

• Maintain and secure all health records within the Trust.
• Prioritize workloads and manage urgent requests efficiently.
• Rotate across different areas of the Central Records Library as needed.

Skills

Attention to detail

Organizational skills

Teamwork

Job description

To provide and maintain an efficient and high standard Health Records Service throughout the Trust.

The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.

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.

Key Dimensions

The Central Records Library comprises of three main areas:

• Main Office/Pre-file area – To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
• Primary area – Prioritising workloads and all other Central Record Requests. Efficiently managing the urgent line with a professional approach.
• Archive area – To provide support for the filing and culling of REI records and Deceased records. Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trusts policies and procedures. Review and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.

Roles in these three areas are generic which means the post holder can be allocated to any area within the Central Records Library at any time. This will involve staff rotating across all 3 areas to ensure continuity of service during staff absences as and when required. This generic job description covers all duties required of a Health Records Assistant.

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.

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.

• 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.
• Maintain library storage in terminal digit order, including realigning, accurate filing and adhering to the DOH Records Management NHS Code of Practice.
• Work within agreed standards and benchmarks with the ability to demonstrate initiative and flexibility to achieve good practice.

For further details please see attached JD&PS.