Clerical Officer - Health Records

NHS; Dartford; On-site; GBP 26,000; Full time

Job description

We are recruiting for 5 Band 2 Clerical officers on a 12 month Fixed Term Contract (Shift pattern to be confirmed upon appointment).

Dartford & Gravesham NHS Trust's Health Records department plays a pivotal role in the hospital lifecycle, processing the notes which are generated with every patient's contact with our Trust.

We have a number of vacancies in Health Records currently and are looking to recruit people who thrive in a fast paced working environment.

The Trust started its transition to Electronic Health Records with an in-house BS1008 accredited Scanning Bureau in 2015. It has maintained this accreditation each year and is now in the final stage of deployment to all specialties.

The ideal candidate will have previous experience in an administrative role and flexibility in the role is required. General knowledge of Health Records functions will be an advantage.

Main duties of the job

Key areas of responsibility will be:

1. Participating in all day-to-day scanning and scanning preparation duties.
2. Meeting deadlines and targets for scanning outputs.
3. Perform QA and QC checks.
4. Destruction of records in line with Trust policies and procedures.

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work.

We are dedicated to using our Continuous Quality Improvement (CQI) approach as our shared organisation model of change to enhance our services and ensure excellence in patient care.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients.

Job responsibilities

Scanning Preparation

1. Preparing Health Records so they are suitable for scanning, including removing staples, booklet spines, sellotaped attachments and any other obstructions to the scanner or the scanned image.
2. Identifying documents which are unsuitable for scanning, including large documents and poor quality documents as detailed within the associated procedures.
3. Dispose of leftover material from Health Records (spines, folders, plastics and cardboards) in relevant confidential waste/recycling bins.
4. Move heavy boxed Health Records to and from processing locations in accordance with Health and Safety policy and guidance.

Scanning

1. Using scanning software, appropriately create traceable batches to scan documents into.
2. Scan Health Records with state of the art scanners to provide high quality output.
3. Perform scheduled cleaning and upkeep on the scanners to maintain consistent image quality.

Quality Assurance and Logs

1. To use various log sheets to track ownership of activities performed during the prepping and scanning processes for each batch of Health Records. These will require some data entry.
2. QA checks will be performed as required at different points of the digitisation process to ensure quality remains consistently high, reducing Quality Control requirements.
3. QA checks will require fault finding and problem solving skills to identify and resolve issues with scanning quality.

Health Records Prep

1. A small number of routine work procedures supported through on the job training.

Library

1. Ordering notes from offsite storage for Subject Access Requests.
2. Self-Upload Loose Filling that cant be added to patient Health records.
3. Destroy hard copies of scanned records in accordance with SOPs and required retention periods.
4. Lifting of heavy boxes full of Health Records in accordance with Health and Safety policy and guidance.

Person Specification

EDUCATION AND TRAINING

• Good general education - 5 GCSE's (including English and Maths) / NVQ Level 2.

KNOWLEDGE

• Understanding and awareness of confidentiality responsibilities when handling personal information.
• IT Literate.
• Good communication skills both written and verbal.
• Ability to work to deadlines.
• Able to work as part of a team.
• Knowledge of the Data Protection Act.
• Knowledge of BSI 10008:2008 standard by the British Standard Institute.

EXPERIENCE

• Experience of working in a busy and demanding office environment.
• General knowledge of office procedures.
• Experience working within a Health Records capacity.
• Experience of scanning services within a professional environment.
• Experience in Data Entry.

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.

£25,427 a year incl Fringe HCAS per annum.