Health Records Clerical Assistant

Job Title: Health Records Clerical Assistant

Trust Location: Buckinghamshire Healthcare NHS Trust

Location: Stoke Mandeville Hospital, HP21 8AL

Hours: 37.5 hours per week

Working Pattern: Monday- Friday- 7.5 hours per day (Onsite), 7:30- 3:30 or 8: 00- 4:00

Duration: 6 Months from Commencement Date

Main Purpose Post:

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.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

Key Duties and 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)

You’ll have the following skills/experience:

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.

As a member of NHS Professionals, you have fantastic benefits:

· Competitive pay rates- work this week, get paid next week

· Essential support when you need it- 24/7 365 days- call us anytime

· Multi locational- work across neighbouring Trusts

· Manage your shifts and timesheets on the go- access your “My Bank” shift portal anywhere, anytime online or through your smartphone

· Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements

· Training and development opportunities- Keep up with the essentials and more

· Build holiday allowance for every shift you work- your work life balance is important to us

· Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

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.

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