Job overview
To supervise, monitor and co-ordinate the work and performance of Health Records Team leaders and clerical officers within the team.
The post may at times include operational responsibility for the Access to Health Records Team. within the Health Records department.
To undertake training and development of Health Records Staff through appraisal, and to contribute to the training of other relevant staff groups.
To manage Sickness within-the Health Records team
To positively contribute to and support the team, assisting with the implementation of new systems and future developments and work across the Trust as and when required.
Main duties of the job
* Responsible for the day to day supervision of the Health Records team, including the Access to Health Records clerks. Planning, allocating; checking and evaluating work throughout the day. Establishing and maintaining good communication and relationships with staff and gaining co-operation from the team.
* Responsibility for monitoring and maintaining agreed Trust standards for the health records service.
* Monitoring and producing Key Performance Information for the Access to Health Supervisor as and when required.
* Supervision of staff daily to ensure that deadlines are met and workload monitored, allocating staff and tasks as necessary.
* Undertake hands on pulling and filing of notes when covering for work colleagues to ensure an uninterrupted service
* Ensures staffs are aware of their responsibilities regarding health and safety and that best practice is followed in relation to manual handling etc.
* Responsible for liaising with clerical officers within the team to ensure that any problems with missing case notes are brought to attention in good time.
Working for our organisation
Why Choose OneLSC and University Hospitals of Morecambe Bay NHS Foundation Trust:
* A vibrant, diverse, and inclusive healthcare community
* Cutting-edge facilities and technology
* Opportunities for continuous professional development
* A culture that values and recognizes your contributions
We operate from three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, and Ulverston Community Health Centre.
FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.
WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.
All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.
Detailed job description and main responsibilities
• Responsible for conducting annual appraisals for clerical staff within the team, ensure that personal development plans are implemented and accurate and appropriate records are maintained.
• Arranges and carries out regular team meetings with staff, and actively seeks suggestions for improvement to systems and procedures.
• Participate in recruitment of new staff to the department, ensuring that the Trust Procedure and policy is adhered to.
• Ensures that departmental rotas are prepared 6 weeks in advance, and makes necessary changes to ensure adequate cover for all shifts is available.
• Frequent authorisation, booking and cancellation of annual leave requests from clerical officers
• Ensures that the procedure with regard to missing case notes is followed, and undertakes regular and appropriate action to try and locate missing notes. The post holder will decide at what point it is appropriate to create a temporary folder, and will contact GP's secretaries etc to enable as much information as possible to be available for this purpose.
• Provides advice and guidance regarding Health Records matters to internal and external contacts.
• Assists the Patient Access management team with the writing and updating of departmental policies and procedures.
• To positively contribute to and support the team, assisting with the implementation of new systems and future developments
Person specification
Education and qualifications
Essential criteria
* Educated to GCSE level 4 or equivalent to include English Language and Maths or equivalent
* Computer literate including qualification or experience in Word / Email / Microsoft Office
* NVQ3 in Business Admin or equivalent
Experience
Essential criteria
* Considerable Health Records experience
* Supervisory experience or a sound knowledge of the Health Records function
* Staff management
Skills, ability and knowledge
Essential criteria
* Excellent communication skills
* Excellent numeracy skills
* Excellent motivational skills
* Understand to a high level the Lorenzo Electronic Patient Record
* Liaise with manager on budgetary pressures
* Work well under pressure
* Train or supervise training of staff to be multi-tasked
* Ensure patient confidentiality protocols are followed by all staff
* Prioritise own workload and team workload
* Demonstrate strong organisational skills
* Able to work as part of a team and to use initiative
Personal Qualities
Essential criteria
* Multi task under pressure
* Manage/Team lead staff
* Ability to form & develop effective working relationships
* Current Valid Driving licence and ability to travel as required