This post may close early due to high numbers of applications, so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
We welcome applications from the Armed Forces Community - get in touch to find out more
Main duties of the job
To provide a timely and accurate Health Records Service to all wards, Outpatient Department and other departments throughout the Trust. To assist with the scanning of patient case notes and Emergency Department documents in the Health Records Scanning Bureau.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
* Effective Open Communication
* excellence and safety in everything we do
* Challenge but support
* Expect respect and dignity
* Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job responsibilities
* Prepare files for scanning to ensure that files are organised to the Trusts agreed format.
* To scan prepared records.
* Validate records to ensure documents scanned are accurate and legible and can be retrieved.
* Receive telephone calls and emails enquiring about the retrieval of scanned records including scan on demand.
* To prepare health records and documentation for outpatient clinics to provide best possible patient care.
* To pull health records for outpatient clinics in accordance with agreed procedures using speed and accuracy to meet set deadlines. On receipt of internal and external communications to locate, retrieve and forward records within stipulated time scales.
* To ascertain whereabouts of health records to ensure clinics are complete.
* To assist in extensive searches of internal locations, and library searches for misfiles following set procedures to locate missing notes, to enable clinics to be complete and to ensure notes are accessible for authorised users.
* To provide and receive routine information verbally, in writing and electronically to inform work colleagues, patients, public and external contacts authorized to receive this information.
* To raise new sets of notes in accordance with agreed procedures.
* To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.
* To assist colleagues using previous knowledge and experience with any queries relating to health records duties.
* To be able to lift heavy boxes, push trolleys exerting moderate physical effort on a daily basis in the preparation of clinics and any other duties within the department.
* To maintain health records files taking the necessary action to replace and destroy in accordance with agreed procedures to ensure that the information within is easy accessible for medical staff, filing any loose reports etc in the relevant section of the notes.
* To use iRecords system daily to locate and track notes, print labels, view clinics to ensure all records are up to date and readily available.
* To be able to adapt working pattern to cover sickness, annual leave and extra clinics whilst maintaining the necessary time scales.
* To weed out patients notes ensuring Trust Guidelines are observed.
* To action all telephone calls escalating to others as appropriate.
* To ensure incoming and outgoing mail is correctly actioned and delivered to correct recipient if necessary.
* To assist in supervision and instruction of new members of staff to follow agreed working procedures as requested by the team leader.
* Whilst carrying out duties identify and highlight areas, which may require changes to working policies and conditions and bring to the attention of the relevant management.
* To undertake and complete audit documentation as required.
* To attend and contribute to departmental meetings offering ideas to improve and maintain the service as required.
* To assist the Team Leader, undertaking any duties relevant to the position held to help with any operational problems occurring.
Person Specification
Skills and knowledge
* Ability to work to deadlines
* Basic computer and keyboard skills
* Ability to take telephone messages accurately and act upon them with minimum delay
* 1 years administration experience
* GCSE or equivalent grade C or above in English and Maths
* Good communications skills
* Understanding of confidentiality
* Flexible approach to the needs of the department
* Be of smart appearance
* To be patient and pleasant personality
* Demonstrate an enthusiastic attitude to work and through working with others, resolves issues in an effective manner
* Takes responsibility for own work and is receptive to change
* Proven Keyboard Skills
* Numeracy, Effective written and verbal communication skills, including well-developed interpersonal skills
* Ability to liaise with people at all levels, e.g. staff within GEH and in other hospitals, and members of the general public.
* Excellent organisational and prioritisation skills
* Proven team worker
* A flexible, enthusiastic and professional attitude
* Ability to undertake the physical nature of the post
* Willingness to learn new skills and adapt to new working
* Ability to work with minimum Supervision
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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