Health Records Clerical Assistant

Job Title: Health Records Clerical Assistant
Location: Stoke Mandeville Hospital, HP21 8AL
Trust: Buckinghamshire Healthcare NHS Trust
Payrate: Band 2, £12.92 per hour
Shift Patterns: Monday- Friday (37.5 hours per week) (Onsite)
Duration: Start: ASAP End date: 6 Months
To be responsible to the System Administrator Lead and Team Leader for the day to day provision of a comprehensive, confidential and effective medical records service to the Trust. This will include preparing records for scanning into the Evolve EDRM system, as per the Standard Operating Procedures. On a rotating basis there will be a requirement to work in the Scanning Bureau and Clinic Prep. There will also be a requirement to continue maintaining the established medical records maternity library including the retrieval, filing and culling of paper case-notes.
Responsibilities:
Electronic Records

• Assist in post sorting and collection of records for scanning from wards, outpatients and other departments as required.
• Operate all types of scanners within the Scanning Bureau.
• Prepare records for scanning making sure that the correct separators and documents are in situ as per agreed Operating Procedures.
• Accurately scan records to agreed standards carrying out a first quality control check on scanned images. Ensure documents are scanned in the correct orientation and sequence. Escalating any issues to Team Leader on duty.

Paper Records

• To sort case notes returned to the department and track them in using the CareFlow casenote tracking module.
• To sort casenotes into order and file into the librariy; return notes to other libraries within the Trust; forward casenotes to departments/specialities as required.
• To ensure that all casenote movements are tracked accurately using the Trust CareFlow tracking module.

General

• To maintain the Scanning Bureau and medical records library in a tidy and efficient state.
• To answer telephone enquiries promptly and courteously.
• To provide patient computer labels as requested.
• To assist in training new Medical Records staff.
• To assist with general administrative and clerical tasks within department as necessary.
• To load, push and pull large trolleys of case notes over long distances between Medical Records and the archive storage area.
• To be aware of and work in accordance with the Data Protection Act 2018 (DPA)

System Knowledge:

• Strong accuracy and attention to detail when preparing, scanning, checking, redacting and releasing patient information.
• Understanding of Information Governance, confidentiality, UK GDPR, Data Protection Act 2018 and safe records handling.
• Ability to follow SOPs, work to statutory/service deadlines, prioritise urgent requests and escalate risks appropriately.
• Good basic IT skills, including Evolve/EDMS, scanning equipment and case management/tracking systems; training can be provided.

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Disclaimer
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