Patient Records Support Officer

Kings College Hospital; London; On-site; GBP 30,000 - 32,000; Full time

Job summary

A leading hospital in London is seeking a Band 3 Patient Record Service officer to manage data integrity and handle complex data sets. This full-time role is crucial for ensuring accurate patient information is maintained and updated according to trust policies. Candidates will require strong attention to detail, a commitment to data quality, and effective communication skills to liaise with various stakeholders.

Qualifications

• Understanding of confidentiality and responsibility to Data Protection Act.
• Experience of working with complex data and error analysis.
• Ability to gather and interpret accurate information.

Responsibilities

• Ensure timely resolution of duplicate patient records.
• Maintain and audit patient records tracking location.
• Responsible for data validation and updates as per the Trust's policies.

Skills

Information management

Data Quality

Customer Care

Data Analysis

MS Word

Education

ECDL certification

Job description

This post is only open to internal applicants.

NHS AfC: Band 3

Main area Patient Record Service Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday -Friday 09:00am-17:00pm, this is to ensure sufficient cover of the service is provided at all times.) Job ref 213-CORP-7248567-A

Employer King's College Hospital NHS Foundation Trust Employer type NHS Site King's College Hospital NHS Foundation Trust Town London Salary £30,039 - £31,088 per annum, including high cost allowance Salary period Yearly Closing 29/06/2025 23:59

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.

The purpose of the role is to bring together data control, data administration and records quality management which affect the delivery of accurate, timely information which underpins data analysis and reporting on the Master Index.

Main duties of the job

To ensure that production of duplicate patients records based on the Master Index are monitored and resolved in a timely manner. Responsible for the accurate and timely updating of reference data as requested by the Trust’s users and clients. Responsible for ensuring that prior to data changes, thorough checks are carried out and completed using the Patient Demographic Service database for cross-referencing against the Trusts Master Index . To ensure that data correction procedures are carried out in line with current Trust policy Experience & understanding of Data Quality is vitally important, for this role . The post holder will have experience of working with complex data and error analysis as well as the ability to gather and interpret accurate information

I

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Data Maintenance

· Responsible for ensuring that production of duplicate patients records based on the Master Index are monitored and resolved in a timely manner.

· Responsible for liaising with the Blood Transfusion Service for confirmation to proceed with merging duplicate patient records.

· To assist the management team in implementation of best practices, policies and procedures for resolving duplicate registrations on the patient master index.

· Responsible for the creation, maintenance and audit of patient records tracking location to ensure accuracy of location of patient paper based records.

· Responsible for the accurate and timely updating of reference data as requested by the Trust’s users and clients.

· Responsible for ensuring that prior to data changes, checks are completed using the Patient Demographic Service database for cross-referencing.

Service Delivery

Responsible for the retrieval of duplicate patient records across the Trust sites and from external storage in order to merge duplicate patient records.

· Responsible for monitoring that Trust staff amalgamate merged records and liaising with the management team to ensure that issues regarding the amalgamation of duplicate records are logged and fed back to the appropriate Divisional staff.

· Responsible for culling and amalgamation of manual records in the records library.

Systems Management

Responsible for liaising with the management team to ensure that issues regarding duplicate registrations and errors are resolved.

· To ensure correction of spurious patient registrations and patient records tracking events are logged and fed back to Divisional staff and system managers as appropriate.

· To ensure that data correction procedures are carried out in line with current Trust policy.

· Responsible for setting passwords and access to the EDM database.

Customer Care

Promote a customer focussed approach

· Respect and maintain the confidential nature of records and information

General

· The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

To observe the rules, policies, procedures and standards of King's College Hospital NHS Trust together with all relevant statutory and professional obligations.

To live and role model the King’s Values of:

-Inspiring confidence in our care

-Working together

-Always aiming higher

-Making a difference in our community

To observe and maintain strict confidentiality of personal information relating to patients and staff.

To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.

Safe Guarding

The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibilityto support the organisation in our duties by;

A ttending mandatory training on safeguarding children and adults

Familiarising themselves with the Trust's processes for reporting concerns

Reporting any safeguarding child or adult concerns appropriately

Infection Control Statement

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.

The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.

Person specification

Knowledge and Experience

• Understanding of confidentiality and responsibility to Data Protection Act
• Experience of information management system
• Experience of working with complex data and error analysis
• Ability to gather and interpret accurate information

Education and Qualifications

• ECDL certification or equivalent proven computer skills including intermediate level knowledge of MS word applications

Skills and Competencies

• Ability to demonstrate tact and diplomacy when handling sensitive issues
• Able to demonstrate commitment to and skills in customer care
• Able to prioritise workload, and be organised and flexible to changing situations

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications


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King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.

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Name isabel guidera Job title Delivery Manager, Patient Record Services Email address [e-mail] Telephone number 02032994811 Additional information

Please email or call , if you wish to make an informal visit to the department.

My working hours are

Mon-Fri 6am-2pm