Digital & Innovation Services Health Records Prepping Clerk

Job Overview
The post holder is responsible for the efficient and accurate administration and preparation of health records for clinics using the Prepping Application and Reporting tools, with strict adherence to and compliance with, the Referral to Treatment Access Policy and Administrative Procedure Notes (APN’s).

Duties

1. Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.
2. Responsible for identifying, requesting, collecting and tracing all health records for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all records required for clinics are prepared to the specification of each Specialty.
3. Use the Information Technology associated with the role, in particular the iPM System, Prepping Application and Spreadsheets, to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.
4. Ensure that any variances to the scheduled clinics/missing health records are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.
5. Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
6. Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.
7. Print an up to date clinic attendance list prior to preparing clinic.
8. Request the allocated clinic health records from the Central Records Library.
9. Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines.
10. Manually raise any new folders for patients without a paper health record and trace on iPM.
11. Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.
12. Prepare health records for allocated specialty clinics.
13. Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
14. When the health record is received, organise the contents to comply with the Trust standard filing format.
15. Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.
16. Ensure that the correct chapter card relating to the current appointment is inserted into the patient health record.
17. Ensure that outcome forms are inserted into the patient health record prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the health record.
18. Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L7 ensuring boxes are stored in the relevant area in date order ready for collection.
19. Assist in mentoring and training other members of staff, as requested by the Team Leaders/Supervisor.
20. Ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work in accordance with this guidance.
21. Have knowledge and understanding of the APN’s (Administrative Procedure Notes) regarding the preparation and management of patient health records. (Manuals/guides are available for reference).
22. Ensure that iPM is kept up to date with the movement of patient health records both into and out of the department.
23. Ensure that any loose filing is placed in the appropriate section of the health record and repairs are made to any that are damaged.
24. Split any oversized health records before they are sent to the Derriford Prepping Office.
25. To achieve 100% of health record availability for all clinics including clinics taking place at peripheral hospitals.
26. Action promptly any post, telephone, e-mail or written requests for health records from other areas/hospitals.
27. Ensure that the Team Leader is notified as soon as possible if patient health records cannot be located prior to clinic collection deadlines.
28. In the event of a temporary folder having to be raised it is the responsibility of the person raising the folder to merge with the original record as soon as possible.
29. Use good persuasive and analytical skills when the required records have not been traced correctly or prove difficult to locate.

Skills & Experience

1. Manual handling, to safely carry, move, lift health records/case notes, load and unload blue boxes containing case notes and collect case notes from around the Hospital.
2. Proven clerical experience.
3. Experience working with PC’s and Microsoft applications.
4. Experience of managing own workload and working to strict deadlines.
5. Understanding of the need for Patient confidentiality.
6. Numeracy and literacy qualifications, (GCSE or ‘O’ level grade D or above, CSE grade 1, Key skills Level 1), or equivalent.
7. NVQ L2 in Business Administration or equivalent demonstrable experience.
8. Accuracy and attention to detail.
9. Excellent communication and inter-personal skills.
10. Remain calm when under pressure.
11. Maintain confidentiality in accordance with the Data Protection Act and Trust requirements.
12. Meet deadlines and daily targets.
13. Work as part of a team and have a flexible approach to cover colleagues during absences.
14. Follow strict working practices.
15. Good organisational skills/prioritise workload.
16. Self-motivated and able to work on own initiative.
17. Enthusiastic and responsive to new demands.
18. Willing to learn new skills and welcome change.
19. Discretion and tact.

Job Type: Full-time

Pay: £11.45 per hour

Expected hours: 37.5 per week

Benefits:

• Company pension
• Employee discount
• Store discount

Flexible language requirement:

• English not required

Schedule:

• Day shift
• Monday to Friday

Work Location: In person