Part-time 20 hours per week. Permanent post.
The Health Records team at Bolton NHS Foundation Trust has an opportunity for an enthusiastic, motivated and flexible individual looking for a challenge in a post that is both interesting and varied to join our team working the evenings 5pm - 9pm Monday to Friday.
Services operate flexibly over 24 hours, seven days a week. You should have the ability to work flexibly to meet the needs of the service, including covering for colleagues during absence and annual leave.
The role is physically demanding, and you will be responsible primarily for providing a notes provision service, whilst additionally completing all associated administration tasks to ensure our patients receive an excellent first impression. You will ensure all necessary data is recorded.
Main duties of the job
You will be required to retrieve case notes from within the health records library or from areas across the Trust site, which may require the lifting of boxes and pushing of trolleys up and down corridors.
Duties will include storage and retrieval of case notes, provision of an emergency notes service, case note preparation for clinics and elective admissions, dealing with enquiries, filing, use of LE2.2, and customer service. The post holder will also be expected to be involved in the implementation of new working practices.
You will be expected to have excellent communication and interpersonal skills and the desire to work in a patient-focused environment. You will also need to have good IT and organisational skills, with the ability to deal sensitively and confidently with people, both face to face and over the telephone, as well as work effectively as part of the team. The ability to work under pressure to meet deadlines is essential.
The ideal candidate will have knowledge and experience of working in a similar environment.
Job responsibilities
* Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.
* Maintain knowledge of filing systems and ability to file casenotes in correct location. Understand the importance of accurate and timely filing.
* When dealing with elective admissions, prioritise allocated day's work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track casenotes and file in date order in appropriate bins for collection.
* If casenotes are not in main storage areas, use the tracking system to locate and request where necessary.
* Log on to LE2.2 to check and update the screen on a regular basis for new patients ensuring the provision of notes.
* Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or casenotes either manually or electronically.
* Update LE2.2 tracking system to show location and current status of casenotes in relation to document management.
* Ensure case notes are prepared in accordance with Health Records Standards.
* Ensure case notes are dispatched to outpatient areas within the Trust and clinics held in the community/other hospitals.
* Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.
* Provide a high-quality service to patients, Trust staff, other hospitals, Government departments, solicitors and independent medical examiners in respect of the provision of records, X-Rays, reports and other information.
* Record all requests on Medical/Legal database ensuring completeness and accuracy.
* Ensure requests for reports and information are forwarded to the appropriate consultant.
* Ensure all statutory deadlines are met in the provision of those records and reports.
* Identify relevant sections of casenotes for photocopying.
Person Specification
Qualifications
* Good general educational standards, including GCSE/O level English and Maths grade C and above.
* Admin/Clerical Qualification.
Experience and Knowledge
* Experience in an administrative environment.
* Willing to be flexible around tasks and working hours.
* Patient-focused approach to work.
* Willing to undertake full training on IT systems.
* Experience in a busy hospital/NHS setting.
* Medical Records experience.
* Knowledge of Data Protection Act.
Skills
* Willing to be flexible around tasks and working hours.
* Ability to prioritise workload and cope with a busy workload.
* Ability to work under pressure to meet deadlines and targets.
* Shown willingness to adapt to change.
* Experience in customer service.
* Ability to use tracking systems and locate case notes.
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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