Assistant Health Records/EDM Manager

at  University Hospitals Coventry and Warwickshire NHS Trust

To provide operational liaison between the Health Records Team, Trust departments and the Health Records Service Provider (Restore). To ensure Trust users are aware of and understand processes relating to the physical health records service, Electronic Document Management (EDM) Scanning, and the transition to EPR. To provide appropriate guidance, training and expertise in the complex tasks associated with health records management including complex mergers and data integrity issues.

• Please note interviews for this vacancy will take place 14th March 2024*

Day to day dealing with calls associated with accuracy on Electronic Document System (EDM) - and supporting daily tasks with in the Medical Records and EDM team.
Dealing with queries in an organised manner with the ability to prioritise workload appropriately under guidance of senior team member and independently.
To provide operational liaison between the Health Records Team, Trust departments and the Health Records Service Provider. To ensure Trust users are aware of and understand processes relating to the physical health records service, Electronic Document Management (EDM) Scanning, and the transition to EPR.
To provide appropriate guidance, training and expertise in the complex tasks associated with health records management including complex mergers and data integrity issues.
Identifying issues withing processes and systems the role supports and recording and escalating where required.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence ® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation’s core values.
Key Result Areas and Performance
Restore
Work with the System Management and Training Teams to ensure Restore on site staff are trained to the required competency levels. Support Restore in the production of training documentation and the provision of training to Restore staff. This includes training in the current PAS, and the future requirement within the EPR.
Ensure Restore are familiar with any new operational processes associated with changes in the EDM paperwork collection routines.
Assess and agree Restore processes as the Trust moves to more digital data recording of patient information.
Act as the first point of contact for Restore for any missing records within the Trust, ensuring that processes are adhered to, and searches are instigated.
Support the Health Records Manager in ensuring that Restore produces all requested reports, as per the contract schedule.
Maintain the Restore EPR HL7 mapping tool for record requirements

ICR

Direct external requests to use the ICR if within our ICR region.
Advise Trust users how to access and use the ICR.
Support the Health Records Manager in trouble shooting any records related issues raised by Trust ICR users
General
Ensure that all health records policies are kept up to date and meet operational changes, when required either nationally or locally.
Ensure SOP’s are discussed with Trust services, created and shared.
Act as a Trust liaison with Restore and the EDM supplier and Trust users, to ensure that any issues and complaints are logged, investigated, and resolved.
Regularly produce reports on any issues and complaints.
Monitor and address any duplicate registrations.
Perform complex amalgamations and access the Summary Care Record and other systems as required.
Deal with ‘Sensitive’ flagged records enquiries, ensuring nominated users are trained and are given appropriate access.
Support the Health Records Manager in ensuring that downtime processes are documented, including the use of emergency PID’s.
To participate in the testing of new EDM System version releases.
In conjunction with the System Management Team / Service Desk Team liaise with users who have been identified as requiring more support in the use of the EDM System or Health Records in general.
Become familiar with the base administration of other ICT systems as directed in order to provide cover for the system specialists.
Take responsibility for the guidance of any allocated staff in line with the Trust policies and best practice.
Ensure that all Trust wide standards are maintained and monitored to improve the quality of care to all who use services provided by UHCW.
Comply with the principles of risk management including health and safety legislation, promoting high standards and acting immediately on hazards or unsafe practices in conjunction with other staff.
Maintain Confidentiality of information relating to patients, staff and any other health service business.
Be responsible for maintaining high data quality standards by ensuring that the data entered onto trust systems is accurate, complete, and up to date.
Participate in appropriate training and development activities.
To participate in the department 24/7 support, if required
Proactively review processes within UHCW departments and liaise with department managers if change is required.
Ensure the team has relevant access to systems and are trained appropriately to undertake their role
Co-ordinate any ad-hoc health records projects.
Co-ordinate any external requests/queries
Cover for the Health Records Manager when required.
Attend / represent team in ICT departmental daily huddles.
Contribute / follow and escalate issues in line with the incident management process with in ICT
Liaise with relevant other teams within the department and wider Trust where necessary to improve processes
For further details of the role please see the attached job descriptio

• Please note interviews for this vacancy will take place 14th March 2024