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Detailed job description and main responsibilities

To use a range of IT systems to support the Trust requirements within the Health Record field

Respond in a professional and Courteous manner when dealing with confidential or sensitive issues.

To undertake full receptionist duties, ensuring the service is efficient and
Welcoming, maintaining confidentiality at all times.

To be responsible for the security of case notes within the Department.

To accurately in-put, up-date and amend all patient related information on to the Patient Administration System (PAS) ensuring that relevant amendments are transferred to patient’s case notes as necessary.

To Register, Admit, Transfer, and Discharge patients on (PAS) Patient
Administration System.

To work within identified guidelines with regards to safeguarding. To ensure safeguarding processes are followed in terms of documentation and reporting.

To input data from a variety of sources using a range of identified data systems accurately and timely.

To amalgamate case notes where more than one record exists and to ensure that all Case notes are filed in the recognised format.

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

To undertake filing of notes, results and correspondence following Trust and Departmental policies.

To track case notes in and out of your areas of work as per trust policy

To convey appropriate information accurately and timely to a range of Professionals and Disciplines as authorised.

To ensure notifications processed as per departmental policy in a timely and accurate manner.

To attend mandatory sessions and undergo training as deemed appropriate by your line Manager.

To participate in the Trusts staff appraisal policy

To be familiar with and comply with all Directorate and Trust policies and procedures.

To undertake any tasks relevant to the work of a Health Records Clerk/Receptionist this may develop as a special requirement of the Directorate/Department.

To assist with the training and induction of newly recruited staff within the department.

Photocopy/fax documents when requested. Enquiries should conform at all times to the rules of confidentiality regarding the release of patient information. Policies and procedures should be followed when using either photocopying or facsimile machines to transmit or copy patient’s details..

To liaise with Midwifery staff in the ordering and receiving of goods to the Ward.

To book/arrange appointments for services provided within the Midwifery Directorate

To process telephone referrals from Midwife/GP`s/Women, update patients demographic details, raise case notes if applicable, and in such cases immediately give date and time for appointments. Ensuring accuracy of Patient data

To work as a team to ensure daily coverage within the Service.

Provide patients with in-patient sick notes as appropriate and completion of patient aid forms.

To maintain records of in patients and past patients in the form of an admission book.

To arrange referrals to the multi professional team updating as directed by the nursing team in preparation for discharge.

To access pharmacy tracking system retrieving information to facilitate a timely discharge for the patient.

To take specimens to the laboratory as required.

To arrange all appropriate appointments as directed by the nursing / medical team.

To arrange transfer of patients to other areas as requested.

To ensure there are adequate stocks of stationary and notify the Senior Sister /Charge Nurse of any deficiencies.