Health Records Supervisor

Gloucestershire Hospitals NHS Foundation Trust; Gloucester; On-site; GBP 24,000 - 30,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking a Health Records Supervisor to support a fast-paced team. You will supervise daily activities, allocate workloads, and ensure timely retrieval of patient records across sites.

The role involves managing paper and electronic records, with emphasis on confidentiality and accuracy within the PAS and TrakCare systems. The post requires delegation of duties, rostering, and cross-site supervisor cover.

Qualifications

• Evidence of basic IT literacy with Windows-based applications.
• Experience in health records management and confidentiality.
• Experience supervising a team and coordinating workloads.

Responsibilities

• Assist in day-to-day running of the health records team.
• Allocate workload and rostering to ensure skill mix.
• Retrieve and provide case notes for planned and emergency admissions.
• Use Trak Care for record requests and updates.
• Coordinate off-site storage returns via tracking system.
• Handle internal and external enquiries about patient records.
• Support scanning and transition to electronic document management.

Skills

Team supervision

Time management

Interpersonal skills

Organisational skills

Flexible under pressure

Team player

Confidentiality

Good communication

Attention to detail

Education

GCE/GCSE English and Maths

NVQ Level 3 or equivalent experience

Tools

TrakCare

Job description

PLEASE NOTE: we have 3 positions available - 2 x full time permanent posts and 1 x 12 months maternity leave cover. An exciting development opportunity has arisen to join our friendly Health Records team within Gloucestershire Hospitals NHS Foundation Trust. We are looking for a motivated team player who wants to make a difference in support of patient care. You will need to be able to supervise and help lead the team on a day to day basis working with the assistant health records manager to ensure department processes are followed. This is a physical and fast paced job often working to tight deadlines in support of patient care, where you and the team will be handling patients' health records, negotiating their return from other departments as well as updating their location on the dedicated records tracking system. The successful candidate will be motivated to positively impact the leadership of the team and in turn patient care by ensuring records are available when and where they are required., The main duties of the post include assisting in the day to day running of the health records team. The post holder may be required to work across site providing supervisor cover and support for each department on different days of the working week and establishing working relationships across both teams. The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness. The Health Records team routine hours are 08:00 to 20:00, Monday to Sunday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota. The post holder will be required to work 08:30am - 16:30pm Mon - Fri., Carry out all health record management duties in a manner that contributes to the provision of a full, confidential health records service, supporting patient care, achieving departmental targets and ensuring compliance with Health Records Operational Policy, UK GDPR and the Data Protection Act 2018. Assist in managing the health records department by allocating workload, rostering staff to ensure adequate skill mix and maintaining internal records management processes. Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage. Access, print and work from record request lists managed as part of electronic patient administration system (PAS) Trak Care. Request records to be returned to site from off site storage using external companys web based electronic tracking system when required. Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required. Assist in locating case notes that have been miss filed with in the Health records Library. Participate in and trouble shoot, scanning and document uploading processes used in the transition between paper and electronic document management.

• Educated to GCE/GCSE standard English and Maths or equivalent, NVQ level 3 or equivalent experience, Confident in using basic windows based IT applications
• Experience of planning and organising own workload
• Previous experience working in an environment where confidentiality and information security must be maintained, Previous experience working health records management
• Experience in supervising a team, Ability to work well as part of a team and support other members of the team
• Good time management skills including the ability to work to set deadlines
• Knowledge of trusts patient systems (including TrakCare)
• Excellent interpersonal and communication skills
• Ability to work flexibly,calmly, quickly and accurately under pressure
• We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.