Great Western Hospitals NHS Foundation Trust
This is an exciting opportunity to work within the Digital Health Records team. You will be working in a busy environment which is moving from a paper-based health record to a more digital platform. You will provide a high-quality service to the outpatient areas and support the team in meeting required targets.
To provide an efficient Health Records Service throughout the Trust in both paper and digitized records in accordance with relevant policies and procedures. To prioritize duties to meet the changing and conflicting demands of the Trust, ensuring that paper records are available, prepared, and correctly formatted. To maintain a high level of quality & accuracy when preparing and scanning digital records and carry out duties on any section as required by the department.
Main duties of the job
1. To retrieve and prepare paper case notes required for outpatient clinics either by tracking and dispatching records in response to requests/pulling lists or prepping/scanning case notes ready to commit to Electronic Document Repository Management System (EDRMS).
2. To work with the digital Records team leads for digitizing case notes, to move from paper to digital records. Prepping, scanning, and data quality, accessing the digitized records. All staff will be required to prepare, index, and scan records following the Trust's policy & procedure.
3. Retrieve loose paper records/skinny files from departments in readiness for scanning.
4. To ensure case note files are correctly formatted, well presented, and in good condition.
5. To print lists/labels in advance of clinics.
6. To deliver case notes/skinny files to clinics around the Trust.
7. To search for case notes which are tracked to other areas within the Trust for appointments.
8. To ensure all records are tracked correctly using the Case note tracking system on PAS.
Job responsibilities
1. To prioritize duties to meet the changing and conflicting demands in Outpatient clinics, rescheduling tasks as necessary and providing a prompt response to requests for records required at short notice.
2. To archive case notes according to local procedure, updating the Patient administration system (PAS).
3. Processing complex and sensitive digital and paper referrals as required, ensuring that all required data items are completed when registering new referrals and patients on PAS.
Person Specification
Qualifications
1. Qualified to NVQ Level 2 or equivalent training and experience in a similar role
2. 4 GCSE's grades A* to D
3. Medical terminology
Experience
1. Previous administration experience
2. Good keyboard and IT experience
3. Experience with MS Windows applications
4. Experience in document scanning
5. Attention to high quality and detailed work
6. Use of case note tracking procedures and terminal digit filing
Skills
1. Able to demonstrate working knowledge of confidentiality issues
2. Good interpersonal and organization skills
3. Excellent communication skills both written and verbal & data entry skills
4. Ability to work at speed whilst maintaining a high standard of accuracy
5. Able to work efficiently under pressure
6. Data Protection knowledge
7. Health & Safety knowledge
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.
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