Clinic Prep Supervisor, Band 3 - Health Records

at  Gloucestershire Hospitals NHS Foundation Trust

• Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required. - Prioritise and allocate work load within the team, covering other desks workload during staff absence and organising staff annual leave rota. - From printed clinic request lists, using the Case note tracking function of TrakCare PAS identify location of all health records.

Liaise with Health Records Clerks to retrieve health record files from Library. Request all off-site records and those in use in other departments, allowing time for transportation and delivery. - Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to clinics. - Maintain health records in good order, including producing MRN barcode labels as required, add current year sticker to records for all outpatient episodes.

• Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 1998. - Using the case note tracking module of TrakCare PAS ensure all records are correctly traced enabling the current location of the record to be available to all TrakCare PAS users within the Health Community. - Undertake a share of staff appraisals and conduct return to work after absence interviews as required. - Undertake any other supervisory and clerical duties as required, including supporting other members of the team, resolving staff queries and issues where possible, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department, in accordance with the Health Records Operational Policy.
• Build and maintain good working relations with the Porter and transport teams, department secretaries and outpatient clinical and reception staff - Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, Data Protection Act 2018, UK GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.

Please refer the Job description for details