Job overview
Be the Trust's first point of contact for face to face, telephone and written enquiries from solicitors and patients or their representatives requesting access to their medical records.
To ensure that the confidentiality of the patient is maintained all times and to comply with the requirements of the Data Protection and Access to Health Records.
Acknowledge receipt of all requests within two working days, and emailed requests within one working day.
Retrieve scanned and microfilmed notes on request for previously processed scanned documents.
Undertake all stationary/administration tasks for the Health Records Department.
To locate medical records in preparation for scanning.
To respond to requests for information from staff, patients, and other authorised bodies.
Any reasonable management requests.
Main duties of the job
Establish, maintain, and operate an accurate up to date comprehensive information and record system concerned with the receipt of all patient/solicitors and other advocate requests for health records and x-rays.
To collect, open post, date stamp all requests log onto the departmental system, distribute other post to relevant departments. Ensure that all relevant copy records and x-rays are sent by recorded delivery or secure email.
To regularly check answering machine and respond to messages within one working day.
Working for our organisation
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.
Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.
This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
Detailed job description and main responsibilities
* Be the Trust's first point of contact for face to face, telephone and written enquiries from solicitors and patients or their representatives requesting access to their medical records.
* To ensure that the confidentiality of the patient is maintained all times and to comply with the requirements of the Data Protection and Access to Health Records.
* Establish, maintain, and operate an accurate up to date comprehensive information and record system concerned with the receipt of all patient/solicitors and other advocate requests for health records and x-rays.
* To collect, open post, date stamp all requests log onto the departmental system, distribute other post to relevant departments. Ensure that all relevant copy records and x-rays are sent by recorded delivery or secure email.
* To regularly check answering machine and respond to messages within one working day.
* Acknowledge receipt of all requests within two working days, and emailed requests within one working day.
* Retrieve scanned and microfilmed notes on request for previously processed scanned documents.
* Undertake all stationary/administration tasks for the Health Records Department.
* To locate medical records in preparation for scanning.
* To respond to requests for information from staff, patients, and other authorised bodies.
* Any reasonable management requests.
Person specification
Knowledge amd Experience
Essential criteria
* Significant NHS experience or clerical experience
* Ability to work independently.
* Knowledge of records management principles
* Knowledge of GDPR, Data Protection Act 2018, Caldicott Principles, strict confidentiality included associated legislation.
Desirable criteria
* Substantial experience of dealing with the public and other outside agencies, via telephone, email and in person.
Education, Qualifications and Training
Essential criteria
* A pass at GCSE level (or equivalent) in English and Maths
Desirable criteria
* Significant and relevant experience in an NHS records library OR NVQ level 3 in Administration or Customer Care OR Equivalent relevant experience
* Microsoft Office i.e. Database, Excel, Word, PowerPoint
* Willingness to undertake mandatory and additional training as required by the service needs
Skills and Abilities
Essential criteria
* Evidence of effective oral and written communication skills.
* An understanding of the meaning and importance of confidentiality and the requirement for this to be maintained
* Evidence of good organisational skills and attention to detail.
* Evidence of ability to work on own initiative with minimal supervision
* Quick and accurate keyboard skills.
Desirable criteria
* Evidence of ability to liaise with other members of staff appropriately.
* Evidence of ability to work to strict deadlines.
* Evidence of ability to train and monitor new staff
Our Mission
Outstanding care for people in ways which matter to them.
Our Vision
Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
Our Values
Integrity, Respect, Teamwork, Excellence
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.
PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION
Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.
The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.
Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.
Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.
You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.