Health Records Clerical Assistant

Job Title:  Health Records Clerical Assistant 

Location: Stoke Mandeville Hospital, HP21 8AL

Trust:  Buckinghamshire Healthcare NHS Trust

Payrate:  Band 2, £12.92 per hour

Shift Patterns:  Monday- Friday (37.5 hours per week) (Onsite)

Duration: Start: ASAP End date: 6 Months

To be responsible to the System Administrator Lead and Team Leader for the day to day provision of a comprehensive, confidential and effective medical records service to the Trust. This will include preparing records for scanning into the Evolve EDRM system, as per the Standard Operating Procedures. On a rotating basis there will be a requirement to work in the Scanning Bureau and Clinic Prep. There will also be a requirement to continue maintaining the established medical records maternity library including the retrieval, filing and culling of paper case-notes.

Responsibilities:

Electronic Records

• Assist in post sorting and collection of records for scanning from wards, outpatients and other departments as required.
• Operate all types of scanners within the Scanning Bureau.
• Prepare records for scanning making sure that the correct separators and documents are in situ as per agreed Operating Procedures.
• Accurately scan records to agreed standards carrying out a first quality control check on scanned images. Ensure documents are scanned in the correct orientation and sequence. Escalating any issues to Team Leader on duty.

Paper Records

• To sort case notes returned to the department and track them in using the CareFlow casenote tracking module.
• To sort casenotes into order and file into the librariy; return notes to other libraries within the Trust; forward casenotes to departments/specialities as required.
• To ensure that all casenote movements are tracked accurately using the Trust CareFlow tracking module.

General

• To maintain the Scanning Bureau and medical records library in a tidy and efficient state.
• To answer telephone enquiries promptly and courteously.
• To provide patient computer labels as requested.
• To assist in training new Medical Records staff.
• To assist with general administrative and clerical tasks within department as necessary.
• To load, push and pull large trolleys of case notes over long distances between Medical Records and the archive storage area.
• To be aware of and work in accordance with the Data Protection Act 2018 (DPA)

System Knowledge:

• Strong accuracy and attention to detail when preparing, scanning, checking, redacting and releasing patient information. 
• Understanding of Information Governance, confidentiality, UK GDPR, Data Protection Act 2018 and safe records handling. 
• Ability to follow SOPs, work to statutory/service deadlines, prioritise urgent requests and escalate risks appropriately. 
• Good basic IT skills, including Evolve/EDMS, scanning equipment and case management/tracking systems; training can be provided.

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By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.