Main area: Health Records
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: 37.5 hours per week (Full time)
Job ref: 216-EG-A6676833
Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Central Records Library
Town: Plymouth
Salary: £23,615 Per Annum
Salary period: Yearly
Closing: 26/11/2024 23:59
Health Records Assistant
NHS AfC: Band 2
Job overview
To provide and maintain an efficient and high standard Health Records Service throughout the Trust.
The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.
Main duties of the job
The Central Records Library comprises of three main areas: Main Office/Pre-file and Archive.
Main Office/Pre-file area
1. Provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
2. Prioritise workloads and all other Central Record Requests.
3. Efficiently manage the urgent line with a professional approach.
Archive area
1. Provide support for the filing and culling of REI records and Deceased records.
2. Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trust’s policies and procedures.
3. Review and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.
Roles in this department are generic which means the post holder can be allocated to any area within the Central Records Library between main office and Archive. This generic job description covers all duties required of a Health Records Assistant.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care.
Detailed job description and main responsibilities
MAIN OFFICE/PRE-FILE AREA
1. Action all telephone calls/written/emailed requests for case notes promptly using a high standard of attention to detail.
2. Ensure that all notes are available for clinics daily.
3. Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store.
ARCHIVE AREA
1. Regularly review storage capacity within the main store and archive area and plan for future growth.
2. Filing of all REI records, boxing up Deceased and A&E records.
3. Ensure all patient record requests from Crown are dealt with efficiently.
GENERIC TASKS ACROSS ALL MAIN OFFICE/PREFILE & ARCHIVE AREAS
1. Assist the CRL Supervisors in acting as a point of contact for Clinicians and other Staff groups.
2. Generate electronic pulling lists for patients via the Corporate Services function on Trustnet.
3. Ensure that all notes are in a good secure condition with year stickers.
Person specification
Knowledge
* Demonstrable experience working with PC’s and Microsoft applications.
* Demonstrable experience of managing own workload and working to strict deadlines.
* Understanding of the need for patient confidentiality.
* Large clinical setting background and proven knowledge of patient management systems.
Qualifications
* Numeracy and literacy qualifications, (GCSE or ‘O’ level grade D or above).
* NVQ Level 2 in Business Administration or equivalent demonstrable experience.
Ability
* Able to work within a warehouse environment, climbing ladders and using kik stools.
* Manual handling-to safely carry/move/lift case notes.
* Accuracy and attention to detail.
* Excellent communication and inter-personal skills.
* Work as part of a team and have a flexible approach.
* Self-motivated and able to work on own initiative.
* Enthusiastic and responsive to new demands.
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