Prepping Clerk

University Hospitals Plymouth NHS Trust; Plymouth; On-site; GBP 25,000; Full time

Job summary

A regional healthcare provider is seeking an enthusiastic Prepping Clerk to support the Maxillofacial and Dental department. This busy role involves preparing clinic case notes and ensuring availability for specialist clinics. The ideal candidate will have strong organizational skills and proficiency in Microsoft applications, along with the ability to manage their workload effectively. The role offers a salary of £24,169 per annum, with opportunities for career growth within a supportive environment.

Qualifications

• Demonstrable experience working with PCs and Microsoft applications.
• Demonstrable clerical experience.
• Experience of managing own workload and working to strict deadlines.

Responsibilities

• Print an up to date clinic attendance list.
• Request the allocated clinic case notes from Central Records Library.
• Prepare case notes for allocated specialty clinics.

Skills

Excellent communication/interpersonal skills

Accuracy and attention to detail

Good organisational skills

Self-motivated

Ability to prioritise workload

Education

NVQ Level 2 in Business Administration or equivalent

Tools

Microsoft applications

Job description

The Maxillofacial and Dental department are looking for an enthusiastic and adaptable Prepping Clerk to work within 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.

Applicants should be educated to GCSE grade A-C in Maths & English . Applicants must have excellent keyboard and accuracy skills and should also be able to demonstrate an understanding of confidentiality and be able to work across both sites.

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 is able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

• 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.
• Uses 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.
• Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

About us

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. If you have any issues with applying online and 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 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.

Job responsibilities

• 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 manually raise any new folders for patients without notes and trace on iPM.
• To prepare case notes for allocated specialty clinics.
• To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
• Once received organising contents of the patient case notes to comply with the Trust standard filing format.
• To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.
• To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.
• To ensure that relevant paperwork is inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway.
• To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
• To have a knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).
• 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 repairs are made to any damaged case notes.
• To split any oversized case note.
• To achieve 100% of case note availability for all clinics.
• To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Person Specification

Knowledge and Experience

• Demonstrable experience working with PC's and Microsoft applications
• Demonstrable clerical experience
• Demonstrable experience of managing own workload and working to strict deadlines
• Proven knowledge of a range of patient management and Health Records/Case note Procedures

Aptitude and Abilities

• Excellent communication/interpersonal skills
• Accuracy and attention to detail
• Good organisational skills/prioritise workload
• Self-motivated and work on own initiative
• Enthusiastic and responsive to new demands
• Willing to learn new skills and welcome change

Qualifications

• NVQ Level 2 in Business Administration or equivalent demonstrable experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£24,169 a year£24,169 Per Annum, Pro Rata