Bank Clerical Officer

The post holder will provide support in all aspects of the Health Records department, whether this is in the Library, Prep or in the Scanning Bureau.

The post holder will hold a Service Level Agreement (SLA) with the clinical departments in the hospital, to ensure records are scanned in an appropriate timescale. As a result, the role will be target driven and performance led.

It is essential as part of this role that high level of detail, quality and completeness are maintained at all times, throughout all aspects of the activities undertaken

1.1          Answer phone calls and face to face queries from hospital staff.

1.2          Reply to emails regarding getting Health Records sent out or scanned on to the system, which may often be urgently required.

1.3          Prepare Health Records for scanning, identifying documents which are unsuitable for scanning

1.4          Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.

1.5          Use scanning software to create traceable batches to scan documents into.

1.6          Perform scheduled cleaning and upkeep on the scanners

1.7          Track ownership of activities performed during the prepping and scanning processes for each batch of Health Records.

1.8          Using the Patient Administration SysTem (PAS), find, distribute and track Health Records required for Emergency and booked patient admissions

1.9          Communicate with Reception, Clinic and Ward staff; to keep updated about requests for Health Records

1.10       Pull Health Records from file for clinics and run clinic reports

1.11       Ensure the tracking is correct on the Health Records once received back to the department.

1.12       Destroy hard copies of scanned records in accordance with SOPs and required retention periods

1.13

1.15

1.1          Answer phone calls and face to face queries from hospital staff.

1.2          Reply to emails regarding getting Health Records sent out or scanned on to the system, which may often be urgently required.

1.3          Prepare Health Records for scanning, identifying documents which are unsuitable for scanning

1.4          Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.

1.5          Use scanning software to create traceable batches to scan documents into.

1.6          Perform scheduled cleaning and upkeep on the scanners

1.7          Track ownership of activities performed during the prepping and scanning processes for each batch of Health Records.

1.8          Using the Patient Administration SysTem (PAS), find, distribute and track Health Records required for Emergency and booked patient admissions

1.9          Communicate with Reception, Clinic and Ward staff; to keep updated about requests for Health Records

1.10       Pull Health Records from file for clinics and run clinic reports

1.11       Ensure the tracking is correct on the Health Records once received back to the department.

1.12       Destroy hard copies of scanned records in accordance with SOPs and required retention periods

1.13       Deal with the day to day management of the Health Records being received in to Health Records department

1.14       Escalate issues surrounding equipment malfunction to the appropriate supervisor/manager.

1.15       Responsible for monitoring the scheduled deliveries of Health Records from clinical locations to Health records.

1.16       Assist in extensive searches of internal locations, and library searches for misfiles following set procedures to locate missing notes,

1.17       Perform QA checks at different points of the digitisation process to ensure quality remains consistently high.