Main area Administrative Services Grade Band 2 Contract Permanent Hours Part time - 25 hours per week (Normal office hours 8am - 4pm) Job ref 174-HRC-060225
Employer Yorkshire Ambulance Service NHS Trust Employer type NHS Site Health Records Office Town Sheffield Salary £23,615 Per annum, pro rata Salary period Yearly Closing 26/02/2025 23:59
Band 2
Job overview
The Health Records Clerk role is to process and validate patient record form data using the department’s document management software.
Core responsibilities for the role include:
1. Receiving delivery and processing of paper patient report forms in line with departmental procedures including sorting, scanning, verifying and disposal.
2. Carrying out general office duties as required e.g. answering telephones, photocopying, faxing, and filing.
3. Maintaining an efficient and professional relationship with all members of staff.
4. Quality checking of data within document management system on a daily basis.
5. Locating patient report forms under the direction of the lead manager.
Main duties of the job
As a Health Records Clerk you'll be responsible for sorting paper patient records in an orderly manner to prepare them for scanning.
Scanning patient records into document management system and verifying record data using a special software to quality check and validate record form data.
General office duties, including taking patient record deliveries, filling in delivery paperwork (by hand and electronically). Liaising with other services such as confidential waste management. Working closely with other teams in the Ambulance Service, such as the Clinical Informatics and Audit team and Legal Team.
Working for our organisation
Yorkshire Ambulance Service (YAS) NHS Trust geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities.
We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.
We employ more than 7,100 staff, who together with over 1,300 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service.
Our ambition is to be an employer of choice, and we are continuously working across our partnership to improve our collective offer to staff in areas like health and wellbeing, benefits and flexible working incl. hybrid working.
Benefits
1. Flexible working including part-time hours, job shares and flexible hours, agile working (role dependant)
2. 27 days annual leave, increasing to 33 with service.
3. Contributory Pension.
4. NHS Discounts including shops, restaurants, gyms etc.
5. Car lease and other salary sacrifice schemes.
6. Dedicated employee assistance and counselling service.
7. Opportunities for research participation, career progression and ongoing development.
8. Well respected, committed and supported staff networks for our workforce.
Detailed job description and main responsibilities
As a Health Record Clerk, you need to have a keen eye for detail and good organisational as well as paper handling skills. The job role requires paper record sorting where records need to be sorted in date and ambulance station order.
After sorting records need to be scanned into OnBase document management system following standard operating procedures and standard data checks to ensure records are transferring over correctly.
Once patient records are scanned, verify software is used to validate patient data. This requires good concentration and keyboard skills, good eye for detail and ability to read and validate handwriting. Regular data checks are carried out to spot any mistakes and outliers in the data.
The successful candidate can work effectively as part of a busy team where quick records turn around is required at times, as well being able to work independently and motivate themselves when verifying.
You will be working closely with Health Records colleagues and the Clinical Informatics and Audit team on a daily basis, as well as the wider Trust when providing information requests.
Person specification
Skills
* Good Literacy and Numeracy skills
* High level of accuracy
Experience
* Experience working in a busy office environment
* Producing accurate data
* Working in Microsoft Excel and Outlook environment
* Experience of document scanning solutions
Qualifications/Knowledge
* Good General Education/GCSE at Grade C or equivalent in English Language
* Understanding of Information Governance principles and best practice
* Understanding of Ambulance Trust protocols, guidelines and working practices
Personal
* Trustworthy, reliable and conscientious
* Willingness to work flexibly to meet organisational need and deadlines when required
* Sets high standards
Yorkshire Ambulance Service NHS Trust is committed to having a diverse and inclusive workforce which reflects the communities and patients we serve across the Yorkshire region. Our ambition is to work together to promote a more inclusive environment, which attracts candidates from all sections of the community and signals our commitment to embracing diversity and promoting inclusivity.
As an inclusive organisation we welcome applicants irrespective of people’s age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We particularly encourage applications from people who are underrepresented within our sector, including people with lived experienced from Black, Asian and minority ethnic backgrounds, people from the LGBT+ community, people with caring responsibilities and people with disabilities. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including an invitation to the first stage of the selection process, for applicants who meet the essential criteria for the job vacancy, and consideration of reasonable adjustments for people who have a disability under the “Disability Confident Scheme”.
Please note the salary range stated in advertisements is calculated on a pro rata basis if the vacancy is part time.
Disclosure and Barring Service
Yorkshire Ambulance Service NHS Trust is committed to safeguarding & promoting the welfare of children & vulnerable adults. Many of our posts are subject to a Disclosure & Barring Service check (DBS). Should this position be subject to a DBS check the cost will be recovered from your salary as a one-off payment. Currently the charges made by the Disclosure and Barring Service (incl. application fee) are £54.40 for an enhanced check and £26.40 for a standard check.
Any correspondence regarding an application will be sent electronically via the Trac Jobs Website to the email address that was provided at the time of the application. It is important, therefore, that you read your emails on a regular basis and respond as necessary.
The Yorkshire Ambulance Service Trust reserves the right to close adverts before the published closing date due to high volumes of applications received.
Please note, the selection processes at Yorkshire Ambulance Service are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of Artificial Intelligence (AI) in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.
Our values underpin everything we do and how we do it; Kindness, Respect, Teamwork, Improvement.
Employer certification / accreditation badges
Name Holly Wilcock Job title Lead Manager, Clinical Informatics Audit & Records Email address holly.wilcock@nhs.net Telephone number 07527947422
If you have problems applying, contact
Address Yorkshire Ambulance Service Headquarters
Brindley Way
Wakefield
West Yorkshire
WF2 0XQ
Telephone 07425 213930 or 0330 678 4015
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