Health Records Supervisor, Band 3 - Gloucester, United Kingdom - Gloucestershire Hospitals NHS Foundation Trust

Gloucestershire Hospitals NHS Foundation Trust

Verified Company

Gloucester, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

An exciting development opportunity has arisen to join our friendly Health Records team within Gloucestershire Royal Hospital (GRH) and Cheltenham general Hospital.

We are looking for a motivated team player who wants to make a difference in support of patient care.

You will need to be able to supervise and help lead the team on a day to day basis working with the senior supervisor and assistant health records manager to ensure department processes are followed and records are retrieved and filed within required times.

This is a physical job within a secure confidential records store, where you and the team will be handling patients' health records as well as updating their location on the dedicated records tracking system.

The main duties of the post include assisting in the day to day running of the health records library, coordinating cover across site.

The team are responsible the retrieval and filing of health records within the health records library.

The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

You will be based at either Gloucestershire Royal Hospital or Cheltenham General site but will be required to be flexible during busy periods and work across site if required.

The Health Records Library routine hours are 08:00 to 20:00, Monday to Friday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.

The post holder will be required to work cover the pm shift 12:00 - 20:00Monday to Friday with some opportunity for occasional flexible working within the library opening hours of 08:00 - 20:00

Health Records is in the Corporate Division and is part of the IM&T team. As a Trust, we are on a digital transformation journey and have procured an EPR that we will evolve to become the one place clinicians access all of

the information they need about patients to make timely and evidence-based decisions.

Currently a large proportion of a patient's record is still held in the patient's paper record managed by the health records team.

The department has a Health Records Library and Clinic Preparation team on each of our sites at CGH and GRH.

The team has a strong emphasis on supporting patient care. Providing information to clinicians where and when needed.

Records are sent out to departments and staff within CGH and GRH as well as to GHC community hospital sites across the county.

In addition to managing the day to day movement of records, the libraries also manage merging of duplicate records, repairs, retention and destruction of records in line with national requirements.

Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in offsite storage.
When required Retrieve and request all case notes for Fracture, Ophthalmology, TIA and Oral casualty appointments when required.
Print electronic record request lists from Trak Care when required.
When required process deceased case notes ready for collection from offsite storage contractors.
Request records to be returned to site from offsite storage using external company's web based electronic tracking system when required.
Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.
Assist in locating case notes that have been miss filed with in the Health records Library.
From printed and electronic record request lists, retrieve records from the library for clinic prep using the Case note tracking function of Trak Care to identify location of all health records. Work / liaise with admin and clerical staff across the trust to assist in the location and retrieval of records in time to support patient care 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 wards, clinics and other departments. Sort deliveries of boxes/bags that are received in Health records for other areas.
Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, add current year sticker to records for all episodes of care.
Repair or replace case note folders which require maintenance when required.
Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.
Split records into volumes, when they have become too large, following trust procedure.
Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 201
Provide support and trouble shoot da