276 755742 SM JDPS
276 755742 SM JDPS
276 755742 SM JDPS
Band: 2
Job Summary:
To analyse, process, collate, organise, retrieve and archive patient information for the purpose
of recording and informing on their care, the communication of their care between health
professionals and to meet legal, audit and governance requirements.
1 Working individually and as part of the departmental team, the health records clerk is
responsible for providing an efficient high quality support service to the Trust. Duties
must be carried out in strict accordance with departmental timescales guidelines and
policies. This includes both mental and physical effort. Tasks are carried out on a
rotational basis.
3 Budget responsibilities:
None
Service Manager
RTT18 Co-ordinators
Work within the departmental team and without direct supervision to achieve the following
duties on a rotational basis:
2. Analyse, input and retrieve data from the Patient Administration System (PAS).
3. Ensure that all patient data is accurate, up-to-date and complete using electronic
tracing systems where necessary or by contacting relevant persons/agencies.
4. Identify through appropriate channels all inaccurate data and amend any information
that is incorrect or incomplete. This will include contacting patients to check
demographic details.
5. Be registered and issued with an NHS Smartcard, subsequently trained and adept in
the use of the NHS Summary Care Record (SCR) and Choose & Book (C&B)
systems in order to accurately trace record and amend patient demographics in all
areas of the job role and initiate patient care episodes.
6. Responsible for pulling and preparation of casenotes for weekly outpatient clinics and
admissions ensuring all clinics are completed by checking against weekly clinic rota.
8. Maintain patient casenote and data quality where appropriate and in accordance with
departmental guidelines.
10. Undertake ad hoc administrative duties as directed by the Deputy Health Records
Manager/Health Records Manager to enable the efficient running of the department.
11. Provide cover for colleagues within Health Records in times of sickness and annual
leave.
12. Be able to assist patients with their enquiries regarding surgical appliances when
appliance office is not manned.
Processing and tracking all referrals for Plastic Surgery, Maxillofacial, Orthodontics & Oral
Surgery and General Hospital specialties. Referrals are received in both paper and electronic
format.
1. Analyse and process electronic referrals; each health records clerk is expected to be
able to download documents from their NHS.Net email accounts as well as the
departmental generic NHS.Net account/s.
2. To check current patient details against SCR and PAS record. Any updates or
amendments to be checked and recorded on both the manual and electronic record.
5. Be able to identify and process all Two Week Wait (2WW) cancer referrals both from
GPs and tertiary locations; this includes identifying and recording the correct pathway
and ensuring information is sent to the appointments department in a timely fashion.
6. Accurately open an outpatient episode under the relevant consultant and/or medical
specialty for all appropriate referrals.
MANUAL HANDLING
Many aspects of the role involve lifting, sorting, filing and general handling of patient casenotes
and other documents as well as manoeuvring heavy trolleys loaded with patient casenotes on
at least a twice weekly basis.
Retrieval and filing of case notes from high/low shelving and the carrying of same.
Staff are regularly required to carry out duties in unfrequented archive library locations.
Daily communication with staff of all levels, patients and agencies via telephone, email and
verbal/written.
All staff are expected to contribute to the decision making process related to the continued
development of quality standards and working practices in the department by way of active
participation in regular departmental and team meetings.
Qualifications
Good Secondary Education including ECDL
qualifications in English and Mathematics qualification
Customer Care related training/experience ITQ or
equivalent
experience
Experience
Clerical experience Experience of
Proven history of using a computer to input, working in an
analyse and process information as part of NHS
previous job roles/educational assignments administrative
Dealing with public/patients role
Knowledge
Filing systems Knowledge of
Keyboard skills health record
Basic knowledge of Microsoft packages filing systems
such as: Outlook, Word, Excel Confidentiality,
eg. DPA 98
Skills
Analytical Problem solving
Ability to work to tight deadlines under
pressure
Able to work as part of a team and alone
without direct supervision
Confident to raise issues and take on new
working practices when necessary
Prioritise workload on a daily basis
Ability to deal with documents that may hold
sensitive, unpleasant and emotional
material, both in text and image form e.g.
photographs of surgical wound sites and
procedures
Attributes
Self motivated
Flexible and adaptable
Friendly and hard working
Calm under pressure