We are looking for 2 Fixed Term (May 2026-March 2027) enthusiastic persons to join our Health Records Team. You must be able to work well as part of a team and on your own initiative.
x 1 Tuesday - Friday x 30hrs 8.30am-4.30pm
x 1 Monday - Friday x 20hrs 12.30pm-4.30pm
The post holder will undertake various administrative duties associated with the custody and use of Health Records as well as those associated with a patient's admission and/or attendance to the Trust, as outlined in the OP07 Health Records Policy.
Main duties of the job
It is expected that the post holder will demonstrate a level of initiative within clearly defined limits and adhere to the OP07 Health Records policy and Data Protection Act 2018 at all times.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as Good by CQC. We have achievednumerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job responsibilities
To retrieve Health Records from the library for Out-patient clinics and any other requests using the departmental process in a timely manor
To sort and accurately file Health Records on return to the department using the departmental process in a timely manor
To answer the telephone and other enquiries regarding Health Records location and access information via the PAS system.
To action emails coming into the department
To remove and weed inactive Health Records from the library for destruction in accordance with the retention schedule set out in the OP07 Health Records Policy
To conduct in depth searches for Health Records that are not correctly filed
To ensure the timely delivery of prepared clinics to the appropriate Out-Patients Departments where appropriate.
To be responsible for the timely processing of all incoming and outgoing mail
To arrange internal transport for Health Records as required
To process any requests for stationary and to monitor the stationary stock levels in the department. If necessary request a replacement order.
To collect Skinny inpatient files on a daily basis from all wards across the site for patients who have been discharged
To prepare and scan Health Records using Opex, Kodak and IQ Scanner machines into the Clinical Information Systems according to the OP07 Health Records Policy and within the Trust timescale of 24 hours
To conduct the Data Quality checking process of scanned documents as per departmental process.
To process requests for Health Records held on microfilm and bring back to hard copy if required
To make the necessary checks using the Spine and PAS system to re-direct rejected e-discharges received via the EDT hub or through the post and to update PAS and forward onto the correct GP
To action GP correspondence received via the EDT hub for patients not registered and no longer registered with a GP and re-direct to the correct GP
To ensure any duplicates are sent for deletion via Docman
To re-send to the correct GP any e-discharges that may have been sent incorrectly
To accurately investigate complex merges, duplicate NHS numbers and PAS registrations by checking spine and PAS in order to determine if a merge of Health Records is appropriate both physically and electronically and take action within the allocated timeframe.
To liaise with GP surgeries for clarification regarding patient demographics
To inform clinicians via email of any errors received on returned e-discharges
To maintain and update incorrect e-discharges onto spreadsheets
To accurately input and update all patients related information received via telephone calls that may come in internally or externally onto the computerised Patient Administration System
To accurately mark patients as deceased via the Patient Administration System from computer generated lists ensuring Health Records are retrieved and updated accordingly.
To be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security and to respond in a professional & sensitive manner when dealing with confidential issues.
To be familiar and comply with all Divisional and Trust policies, procedures and practices.
To take part in the annual appraisal system.
To cover in the absence of colleagues as required. On occasions staff may be required to lone work therefore will follow the lone working policy and procedure.
To undertake training in other areas of Health Records to support cross-cover in the absence of colleagues as and when required for example Scanning, Library or Switchboard Services
To undertake mandatory training sessions and undergo training as deemed appropriate by your line Managers as and when required.
To assist with the training of newly recruited Health Records staff, including an introduction into working practices and procedures.
To participate on the Bank Holiday Rota if required
To be aware of the Health & Safety, Fire Regulations and to report accidents / untoward incidents / hazards to the Team Leader / Manager
To have a duty of care and keep the department tidy including the Library filing system is clear of debris and Health Records are stored tidily.
To respond to all visitors that report to reception and assist with their enquires.
To be aware of the security arrangements in your own working area and to be responsible for the security/distribution of any keys or fobs held in the department.
To be responsible for the security of case notes in the department.
To ensure data quality & departmental standards are maintained & kept up to date at all times
This job description is not intended to be an exhaustive list of duties and it may be reviewed and altered in the light of changed service needs and developments after discussion with the post holder.
Person Specification
Qualifications
* GCSE (or equivalent) in four subjects, one to be English
* Business Administration Level 2
Experience
* Basic keyboard skills
* PAS training, to be provided by the Trust, in order to achieve the competencies required to fulfil role & responsibilities
* Experience in clerical post
* Experience in Scanning in environment
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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