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Detailed job description and main responsibilities

To retrieve Health Records from the library for Out-patient clinics and any other requests using the departmental process in a timely manor

To sort and accurately file Health Records on return to the department using the departmental process in a timely manor

To answer the telephone and other enquiries regarding Health Records location and access information via the PAS system.

To action emails coming into the department

To remove and weed inactive Health Records from the library for destruction in accordance with the retention schedule set out in the OP07 Health Records Policy

To conduct in depth searches for Health Records that are not correctly filed

To ensure the timely delivery of prepared clinics to the appropriate Out-Patients     Departments where appropriate.

To be responsible for the timely processing of all incoming and outgoing mail

To arrange internal transport for Health Records as required

To process any requests for stationary and to monitor the stationary stock levels in the department. If necessary request a replacement order.

To collect ‘Skinny’ inpatient files on a daily basis from all wards across the site for patients who have been discharged

To prepare and scan Health Records using Opex, Kodak and IQ Scanner machines into the Clinical Information Systems according to the OP07 Health Records Policy and within the Trust timescale of 24 hours

To conduct the Data Quality checking process of scanned documents as per departmental process.

To process requests for Health Records held on microfilm and bring back to hard copy if required

To make the necessary checks using the Spine and PAS system to re-direct rejected e-discharges received via the EDT hub or through the post and to update PAS and forward onto the correct GP

To action GP correspondence received via the EDT hub for patients not registered and no longer registered with a GP and re-direct to the correct GP

To ensure any duplicates are sent for deletion via Docman

To re-send to the correct GP any e-discharges that may have been sent incorrectly

To accurately investigate complex merges, duplicate NHS numbers and PAS registrations by checking spine and PAS in order to determine if a merge of Health Records is appropriate both physically and electronically and take action within the allocated timeframe.

To liaise with GP surgeries for clarification regarding patient demographics

To inform clinicians via email of any errors received on returned e-discharges

To maintain and update incorrect e-discharges onto spreadsheets

To accurately input and update all patients related information received via telephone calls that may come in internally or externally onto the computerised Patient Administration System

To accurately mark patients as deceased via the Patient Administration System from computer generated lists ensuring Health Records are retrieved and updated accordingly.

To be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security, and to respond in a professional & sensitive manner when dealing with confidential issues.

To be familiar and comply with all Divisional and Trust policies, procedures and practices.

To take part in the annual appraisal system.

To cover in the absence of colleagues as required. On occasions staff may be required to lone work therefore will follow the lone working policy and procedure.

To undertake training in other areas of Health Records to support cross-cover in the absence of colleagues as and when required for example Scanning, Library or Switchboard Services

To undertake mandatory training sessions and undergo training as deemed appropriate by your line Managers as and when required.

To assist with the training of newly recruited Health Records staff, including an introduction into  working practices and procedures.

To participate on the Bank Holiday Rota if required

To be aware of, and comply with Health & Safety, Fire Regulations and to report accidents / untoward incidents / hazards to the Team Leader / Manager

To have a duty of care and keep the department tidy including the Library filing system is clear of debris and Health Records are stored tidily..

To respond to all visitors that report to reception and assist with their enquires.

To be aware of the security arrangements in your own working area and to be responsible for the security/distribution of any keys or fobs held in the department.

To be responsible for the security of case notes in the department.

To ensure data quality & departmental standards are maintained & kept up to date at all times

This job description is not intended to be an exhaustive list of duties and it may be reviewed and altered in the light of changed service needs and developments after discussion with the post holder.