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Health Records Officer

NWSSP Legal & Risk Services

Pontypool

On-site

GBP 30,000 - 40,000

Full time

Today

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Job summary

A healthcare service provider in Pontypool is looking for an Archivist to manage patient records and ensure compliance with NHS regulations. The role involves processing, filing, and retrieving medical records, maintaining the records management system, and providing excellent customer service. Candidates should have knowledge relevant to the NHS Wales Patient registration system and communication skills. A flexible working approach is encouraged in this role.

Qualifications

Experience in a relevant field is essential.
Knowledge of NHS Wales Patient registration system is important.
Ability to communicate effectively with various stakeholders.

Responsibilities

Maintain the NHS Wales Patient registration system.
File and manage medical records accurately.
Process courier mail items for archiving.

If you are looking to join NWSSP, please see the additional information below that may be of interest to you:

Our Benefits video has been created to highlight and showcase some of the benefits of working for the NHS and NWSSP: https://youtu.be/zX3x046SDhg

The Tops Tips – Be Yourself video has been designed to support candidates applying for roles with NWSSP. We have outlined 8 key steps to help candidates articulate their capabilities and experience when completing applications with NWSSP: https://youtu.be/qe3ibY8b6m4

Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.

Job Overview

To maintain a sound working knowledge of the NHS Wales Patient registration system
File live/deceased patient medical records in an accurate and timely manner
Track, locate and retrieve live/deceased patient medical records

Main duties of the job

To maintain a sound working knowledge of the NHS Wales Patient registration system and applications and to understand the required routine work procedures, practices and protocols necessary for the function.

To utilise bespoke systems to support the storage and movement of records throughout the course of their work, to track, locate and retrieve live/deceased patient medical records.

File live/deceased patient medical records in an accurate and timely manner.

Maintain indexing systems pertinent to the storage of in excess of 3 million records stored in multiple storage areas pertaining to all NHS Wales Shared Services Partnership – Primary Care Services (NWSSP-PCS) Offices, live and deceased patient medical records General Medical Practices within Wales.

To have a working knowledge of the General Data Protection Regulation (GDPR), Freedom of Information Act & Caldicott arrangements.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Working for our organisation

At NHS Wales Shared Services Partnership we expect everyone to embrace our values of Listening and Learning, Working Together, Taking Responsibility and Innovating.

Our organisation encourages an agile working approach and we pride ourselves on being a learning organisation motivated by continuous improvement.

We are committed to creating an inclusive workplace that values equality, diversity and inclusion, focussing on the wellbeing and belonging of our people.

Excellent customer service is something we strive for, for both our internal and external customers.

Offering a comprehensive benefits package, there is something for everyone. To find out more about working for us, the benefits we offer and guidance on the application process please visit https://nwssp.nhs.wales/working-for-us/

NWSSP work in an agile way where possible, all posts will have a contractual base but as part of agile ways of working that may mean working from home and other locations. We also look at how we balance flexibility with community, and how to manage opportunities to learn from each other.

Detailed Job Description And Main Responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac

Process, prepare and verify items for transfer via courier mail services.
To organise and disseminate incoming courier post.
To compile and generate report prints for the dispatch of FP22 forms to doctors’ practices.
The post holder will be required to perform their duties without direct supervision and be able to prioritise activities based on customer demand, e.g., same day requests for records and high priority scanning.

Improvement and Monitoring

Daily judgements will be necessary when determining the timeliness and method of transfer when requests are made.
On at least a weekly basis, the post holder will be required to make informed judgements to determine whether patient identifiable material can be indefinitely destroyed.
Regular judgements will need to be made when transferring material between locations. Factors such as security, reliability and value for money will need to be considered.
To identify and act on outstanding medical record lists for requesting medical records from practices and other health organisations.
Using judgement through experience and knowledge to accept and log medical records received from surgeries/other agencies via internal mail and external courier.

Communications

Communicate on a daily basis with staff, managers and clients across Wales regarding archive related queries and requests.
To investigate and resolve telephone, email and fax queries from General Practices, Clients and other NHS Organisations.
Liaise with former practice(s) to recover or re-construct an MRE in full or in-part when advised by a practice that either a period of time is not represented and/or expected content (hospital correspondence) is absent from the MRE.

Finance and Budget

When required, the post holder will need to deliver/collect archive material to/from various NHS premises across Wales. In doing so, the post holder will be required to drive a transit vehicle or similar.
When required, the post holder will undertake other duties within PCS, e.g., post room functions. In doing so, the post holder will be required to drive a pool vehicle or similar.
The post holder will be required to use equipment in the store’s environment i.e. ladders, roll cages, pallet trucks and trolleys. Equipment should be used in accordance with safe systems of work and training.
The post holder will be required to assist with and undertake monthly health and safety checks i.e., racking, general housekeeping.
Maintain a safe and secure storage archive facility on behalf of the NWSSP-PCS/HBs in Wales.

Management, Leadership and/or Training

The post holder will be required to train others in processes/procedures to store and retrieve medical records/archiving. This will include the interpretation of retention documentation with subsequent effective communication of requirements to others.
The post holder will be required to train others in the processing of MREs on the Patient Demographic System.
The post holder will be required to perform their duties without direct supervision and be able to prioritise activities based on customer demand, e.g., same day requests for records and high priority scanning.

Digital and Information

To maintain a sound working knowledge of the NHS Wales Patient registration system and applications and to understand the required routine work procedures, practices and protocols necessary for the function.
As the PMR programme matures, the post holder will contribute in highlighting new initiatives in order to drive continuous improvement and efficiencies.
On a daily basis to assess whether archiving received is compliant with policy including the proposed retention period.
The post holder will need to respond to the changing face of medical records transfers and adapt working processes to accommodate and deliver these efficiencies. eg PMR summaries project.
To maintain indexing systems pertinent to the storage of in excess of 3 million records stored in multiple storage areas pertaining to all NHS Wales Shared Services Partnership – Primary Care Services (NWSSP-PCS) Offices, live and deceased patient medical records General Medical Practices within Wales.
Maintain filing system of suspense and deceased medical records.
Retrieve medical records from the storage filing system at the request of surgeries, HBs, Solicitors, other Health organisations and in respect external projects and initiatives.
To compile accurate entries in order to generate labels in respect of medical records processed and accurately label the records.
Maintain accurate records utilising bespoke systems to support the movement of records throughout the course of their work, i.e. to: (i) Update the NHS Wales Patient Registration System with transfer details of patient MREs. (ii) Track, locate and retrieve live/deceased patient medical records. (iii) File live/deceased patient medical records in an accurate and timely manner. (iv) On a daily basis, the post holder will be required to maintain the NHS Wales Patient registration system to maintain accurate records of the movement and storage of patient medical records. (v) On a daily basis, the post holder will be required to use databases and other software (e.g. Patient demographic System, MS Excel/Word, MS outlook) maintaining accurate records to process and track requests for information stored in the all-Wales Archive Repository.
To carrying out periodic checks of deducted patients’ MREs from the live-suspense archive to ensure patients have not been re-accepted/assigned to another GP Practice.
The post holder will be requires to assist with and undertake monthly health and safety checks i.e. racking, general housekeeping.

The post holder will have a working knowledge of NHS Records Retention requirements.

Requirement to input information to the national database pertaining to the transfer of MREs of patients residing in Wales/cross border in England.

Person specification

Desirable

Warehouse experience

Essential

Experience
Knowledge
Qualifications
Personal attributes

We are committed to flexible working and equal opportunities.

If you are short listed for interview you will be contacted by email using the email address with which you registered. Please ensure that you check your email account regularly.

Prior consideration for this vacancy will be given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.

When applying for this post it is essential that you read the Job Description and Person Specification (where available) and demonstrate how your skills, knowledge and experience meet the requirements of the person specification. Only candidates who clearly demonstrate how they meet the person specification will be shortlisted.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self‑assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

Applicant requirements

Welsh language skills are desirable.

Documents to download