An exciting opportunity has arisen to join our friendly team of Health Records Clerks within Gloucester Royal Hospital.
We are looking for a motivated team player who wants to make a difference in support of patient care. You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and filed within required times. This is a physical job within a secure confidential records store, where you will be handling patients’ health records as well as updating their location on the dedicated records tracking system.
You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment. The successful candidate will be motivated to positively impact on patient care by ensuring records are available when and where they are required.
The main duties of the post include:
1. Retrieval of health records from the health records library.
2. Use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare.
3. Tracing and sending of health records to community hospitals, wards, and clinical areas.
4. Filing returned health records within the Library.
The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness. You will be based at Gloucester Royal Hospital site but will be required to be flexible during busy periods and work across site if required.
The Health Records Library routine hours are 08:00 to 20:00, Monday to Friday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota. The post holder will be required to work from 8:30 am - 4:30 pm with some opportunity for occasional ad hoc rotation into the day for training. You should be prepared to join a rota to cover weekends, with the frequency of weekend cover open to negotiation, defaulting to one weekend in four.
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county with over 8,000 staff, making us one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes, and membership to our popular hospital choir.
Key Responsibilities:
1. Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust.
2. Access, print and work from record request lists managed as part of the electronic patient administration system (PAS) Trak Care.
3. Process deceased case notes ready for collection from off-site storage contractors when required.
4. Deal with telephone inquiries internally and from external organizations.
5. Assist in locating case notes that have been misfiled within the Health Records Library.
6. Sort returning files and return them to the correct location within the health records library.
7. Maintain health records in good order.
8. Dispose of patient identifiable documents in a confidential manner.
9. Comply with Trust and Departmental policies and procedures, including Health and Safety, Data Protection Act, and patient confidentiality.
Person Specification / Role Requirements:
1. Good general education to include GCSEs grade C in English and Maths or equivalent.
2. NVQ level 3 or equivalent experience.
3. Confidence in using standard Windows-based IT applications.
4. Previous related experience would be an advantage.
5. Good interpersonal and communication skills.
6. Good time management skills.
7. A good professional telephone manner.
8. Ability to work flexibly, calmly, quickly, and accurately under pressure.
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