Medical Records Clerk

at  Tameside and Glossop Integrated Care NHS Foundation Trust

A. Clinic Preparation 1. Produce daily Clinic lists from the patient administration system. 2.
Query and amend any incorrect patient details. 3. Extract required case-notes from Medical Records file and locate those currently outside the department using the electronic tracking system. 4.
Assemble case-notes to include referral, divider, history sheets, report sheet etc., ensuring they are acceptable for clinic use. 5. Track all notes to appropriate destinations. 6.
Ensure all records are present and correct for collection in line with Clinic deadlines 7. Deal promptly with all internal and external telephone queries. B. Clinic Delivery 1.
Daily collation of clinic records per clinic area. 2. Organise, Track and Load clinic records into trolleys. 3.
Liaise with Clinic Preparation team as required. 4. Deliver all clinic trolleys per session. 5.
Retrieve empty trolleys from previous sessions. C. Scanning, Culling and Library Maintenance 1. Prepare Casualty Cards and Case-notes for scanning.
(Cards are scanned Weekly, four weeks retrospectively) 2. Scan Casualty Cards and Case-notes into the Electronic Document Management System 3. Retrieve or provide advice re scanned Casualty cards and Case-notes Disc as and when requested. 4.
Extract and send Case-notes from the library as requested 5. Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site. 6. Cull and provide maintenance to thick case-notes to alleviate storage difficulties and ensure they are acceptable for use.
7. Track all notes to appropriate destinations. D. Filing 1.
Receive in and refile all case-notes returned to the Medical Records Library and file using the electronic RFID case note tracking system. 2. Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site 3. Locate and extract case-notes from faxed/e-mailed requests from numerous internal and external sources.
4. Assist other members of staff in the location of miss-filed/missing case notes. 5. Generally assist with all clerical duties within Medical Records as and when requested by the Records Manager or Supervisor.
6. Notify the Supervisor or Health Records Manager of any problems that occur. E. Med Legal admin support 1.
Provide general admin support to the Health Records Administrators within the Med Legal Section 2. Photocopying/ Printing health records in line with departmental processes 3. Completion of Compensation Recovery Unit database KNOWLEDGE & SKILLS Good communication skills are essential when dealing with internal and external contacts both verbally and face to face. Telephone enquiries must be dealt with professionally adhering to Trust policy at all times.
Reception and appointments experience is desirable as well as a knowledge of other hospital departments used when providing general non-clinical advice to patients/relatives e.g. directions, visiting times, ward & clinic locations etc. Monitoring of own workload is required to ensure session/data deadlines are met especially when additions to clinic are made at short notice. Good keyboard skills are required for inputting and amending patient information onto the Lorenzo system, thus ensuring Data Quality.
Training of new staff, bank staff, and work experience trainees etc. in the working methods of reception and appointments procedures. SECTION 4-ADDITIONAL REQUIREMENTS 1. To provide cover for colleagues as directed by your manager.
2. Risk Management (Health & Safety) a) You will follow risk management procedures at all times. The Risk Management procedures for the Trust and the department are kept by the departmental manager. b) You are personally responsible for Risk Management issues in respect of yourself and your colleagues.
c) If you identify a potential hazard you should report it to your manager / supervisor at once. If in doubt you should speak to your manager for guidance. d) You must always use safety equipment provided, and report any defects to your manager. You must attend Risk Management Training as directed by your manager.
e) If you are a manager or have line management responsibilities for staff or a department or area of work, you are responsible for the Risk Management issues in that area. You will ensure that there is an annual Risk Management audit in your area and make sure that where necessary, an action plan eradicating risks is drawn up and implemented. f) Should you need help in resolving Risk Management matters, you must seek assistance from your manager. 3.
Infection Prevention and Control a) You are personally responsible for ensuring that you protect yourself, patients, visitors and colleagues from the risks of infection associated with health care activities and the care environment. b) You must adhere to infection prevention and control policies at all times liaising with the infection control team and acting on any instructions given. c) You must attend regular infection prevention and control update training. d) You should at all times promote and demonstrate good practice for the prevention and control of infection.
4. To avoid any behavior which discriminates against your fellow employees, or potential employees on the grounds of their sex, sexual orientation, marital status, race, religion, creed, colour, nationality, ethnic origin or disability. 5. To safeguard at all times confidentiality of information relating to patients and staff.
6 Child Protection and Vulnerable People It is the responsibility of all staff to safeguard children and/or vulnerable adults, to access training to ensure they know what constitutes abuse, and what support is available to them, at a level appropriate to their role and responsibilities. To report any concerns, without delay, to the identified person within their department/division or area of responsibility as per the relevant policies, keeping clear records, and following up as required to ensure necessary actions have been taken. 7. No Smoking Policy The Trust operates a No Smoking Policy which states that smoking is prohibited within all Trust premises and on the site.
This includes entrances, exits, cars, lease cars, car parks, pavements and walkways, areas hidden from general view and residences. As an employee of the Trust you are expected to comply with this policy, failure to do so may result in disciplinary action being taken under the Trusts Conduct and Disciplinary Policy. 7. To behave in a manner which ensures the security of NHS property and resources.
8. To abide by all relevant Trust Policies and Procedures. This list of duties and responsibilities is by no means exhaustive, and the post holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification in consultation with the post holder

Please refer the Job description for details