Health Records Officer – Clinic Preparation

Job overview

Key elements of the role include engagement with colleagues from across the Trust, both in person and via telephone, preparing health records in readiness for Out Patient appointments and tracking records using IT systems.

A secondment would be considered.

Main duties of the job

To provide preparation and maintenance of patient health records for Hospital/ Outpatient appointments.

Your role is that of a generic Health Records Officer, and although you may be based in a specific section, with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties required in all areas of health records work.

In support of good quality/ client care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide.

Detailed job description and main responsibilities

• Establish effective relationships within the Trust communicating with Trust Senior Management, Medical and Nursing staff, Medical Secretaries & Ward Clerks, Receptionists [irrespective of location], Clinical Coding Officers, other Trusts, Authorized Researchers and Health Records Staff.
• Liaising with Training and Development ensuring all mandatory training is up to date.
• Utilizing different methods of communication e.g. email, telephone, face to face and fax.
• Handling enquires from service users, in addition to making and receiving telephone calls on service related matters.
• Ensuring Clinic Preparation process is adhered to at all times and any anomalies are reported to Team Leader.
• Communicate effectively within the Team e.g. handover at end of shift, attendance at Team Meetings, action emails etc.
• To maintain patient confidentiality and security of heath records/ documents at all times and report concerns relating to either.
• to obtain patient health records within designated timeframes and information/documentation is filed accordingly within best practice guidelines.
• Handover to colleagues at the end of shift to support service provision.
• Use Microsoft Outlook to request health records that are external to the Health Records Department in preparation for the patient’s clinic appointment.
• Collecting and delivering health records throughout the Trust in line with Health & safety and manual handling policies and procedures on a daily basis, to ensure service provision for outpatient clinics.
• Ensure all records for clinics are available prior to the date required in line with service level agreements. Also ensuring that records are provided when required for short notice walk in patients.
• Audit any concerns or incidence of noncompliance relating to record provision within timescales agreed in departmental procedures.
• Creating/ replacing records after Team Leader has investigated any missing or damaged records.
• Retrieving patient referral letters from Windip and requesting any missing letters from the Booking Centre.
• Preparing all health records for clinic by checking patients demographics against PAS to ensure they are up to date, reprinting front sheet and labels if not. Checking patient has enough labels, inserting history sheet and referral letter into Health Record.
• Navigating the Health Record Tracking System [Filefast] to ensure all records received into the department are tracked into and tracked out of the department.
• Actioning any additions to clinics within a timely manner.

A secondment would be considered.