Health Records Prepping Clerk

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent healthcare organization in Plymouth is seeking a dedicated Prepping Clerk to join the Central Prepping Team. This role involves managing patient case notes and ensuring their preparation for clinic appointments efficiently. The ideal candidate will have GCSEs in Maths and English, NVQ Level 2 in Business Administration, and excellent organizational skills. The position offers opportunities for career development within a supportive team environment.

Qualifications

• Applicants should have good communication skills.
• Ability to work under pressure in a busy environment.
• Experience working across multiple sites is preferable.

Responsibilities

• Identify, request, and collect case notes for clinics.
• Use IT systems to manage patient data and clinic schedules.
• Prepare and organise patient case notes efficiently.

Skills

Excellent keyboard skills

Prioritisation and time management

Ability to use initiative

Education

GCSE grade A-C in Maths & English

NVQ Level 2 in Business Administration

Job description

Overview

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bush Park, Bircham House and Derriford Hospital.

The work is very busy, therefore the ability to prioritise your own workload and meet deadlines is essential. Applicants should also be able to demonstrate the use of their own initiative.

Please state in your supporting information why you are the ideal candidate for this role.

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.

Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.

Responsibilities

• Responsible for identifying, requesting, collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty.
• Use the Information Technology associated with the role, in particular patient management systems, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.
• Ensure that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.
• Utilise the Prepping Application to view all clinics for the next 7 days, view a summary count of all allocated clinics by specialty, print up‑to‑date clinic attendance lists, and request allocated clinic case notes from Central Records Library.
• Check Corporate Services for any case notes located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for clinic deadlines.
• Manually raise new folders for patients without notes and trace on iPM; trace notes into Bircham House or Level 7 Derriford Hospital and store on specialty allocated areas; prepare case notes for allocated specialty clinics.
• Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
• Organise contents of patient case notes to comply with the Trust standard filing format and ensure front sheets and labels match patient details on iPM and referral letters; adjust iPM as necessary.
• Insert the correct chapter card and, where applicable, outcome forms into patient case notes prior to appointments to meet RTT pathway requirements; add 2WW outcome forms where required.
• Place fully prepped notes into Blue Boxes, label and colour code for the relevant clinic and day, transport to the Derriford Prepping Office on L7, and store in date order for collection.
• Assist in mentoring and training other staff as requested by the Team Leader.
• Ensure data quality and data protection guidance is understood and followed.
• Maintain knowledge of Administrative Procedure Notes (APNs) regarding the preparation and management of patient case notes.
• Keep iPM updated with movements of patient case notes into and out of the department; ensure loose filing is placed in the correct section and repairs are made to damaged case notes.
• Split oversized case notes before sending to the Derriford Prepping Office; strive for 100% case note availability for all clinics, including peripheral hospitals.
• Respond promptly to post, telephone, e-mail or written requests for patient case notes from other areas/hospitals.

Qualifications

• GCSE grade A-C in Maths & English.
• NVQ Level 2 in Business Administration or equivalent demonstrable experience.
• Excellent keyboard and accuracy skills and an understanding of confidentiality; ability to work across both sites.
• Desire to work in a busy environment, prioritise workload and meet deadlines; capable of using initiative.
• Internal Trust staff preference and consideration for Priority and At Risk statuses as outlined in the Person Specification.

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. Check your email account regularly. If you have any issues with applying online or need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and invite requests from applicants around less than full time/flexible working; please contact the recruiting manager to discuss prior to application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles; diversity strengthens our teams. Sometimes vacancies close before the closing date; if you have not heard from us within four weeks of the closing date, please assume you have not been shortlisted.

To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.

To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

To print an up to date clinic attendance list prior to preparing clinic.

To request the allocated clinic case notes from Central Records Library.

To check Corporate Services for any case notes located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for clinic deadlines.

To manually raise any new folders for patients without notes and trace on iPM.

Trace the notes into the Bircham House or Level 7 Derriford Hospital and store on specialty allocated areas.

To prepare case notes for allocated specialty clinics.

To follow the correct procedure as outlined in the APNs regarding the preparation and management of patient case notes.

To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.

To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repair damaged case notes.

To split any oversized case note before it is sent to the Derriford Prepping Office.

To achieve 100% of case note availability for all clinics including clinics taking place at peripheral hospitals.

To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Please See Attached Job Description For Full Details.

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