Great Western Hospitals NHS Foundation Trust
Digital Health Records Administrator
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Job Summary
To provide an efficient Health Records Service throughout the Trust in both paper and digitized records.
To prioritise duties to meet the changing and conflicting demands of the Trust, ensuring that paper records are available, prepared, and correctly formatted.
To maintain a high level of quality and accuracy when preparing and scanning digital records.
To be employed and carry out duties on any section as required by the department.
PREVIOUS APPLICANTS NEED NOT APPLY
Main duties of the job
- To work with the digital Records team leads for digitising case notes, to move from paper to digital records. Prepping, scanning, and data quality, accessing the digitised records. All staff will be required to prepare, index, and scan records following the Trusts policy & procedure.
- To produce and retrieve loose paper records/ skinny files from departments in readiness for scanning.
- To ensure case note files are correctly formatted, well presented, and in good condition.
- To print lists / labels in advance of clinic.
- To search for case notes which are tracked to other areas within the Trust, for patient appointments.
- To ensure all records are tracked correctly using the Case note tracking system on PAS.
- Request case notes from off-site storage, using web-based ordering system.
- To adhere to Trust departmental Health & Safety policies and procedures with regard to moving and handling health records whether individually or boxed using manual aids provided (e.g. Trolleys, ladders, or kick stools).
- Employees will commit to personal development, mandatory training, and participate in regular staff appraisals and 1-1 meetings.
- To carry out any other duties as may be determined by the Health Records digital Manager.
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About Us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust, and Salisbury NHS Foundation Trust. With a combined workforce of over 17,600 colleagues, and budget of 1.6 billion, the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience, and outcomes, improving the experience of our colleagues, and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities, and our partners.
Job Description
Job responsibilities
- To retrieve and prepare paper case notes required for outpatient clinics either by tracking and despatching records in response to requests/pulling lists or prepping/scanning case notes ready to commit to Electronic Document Repository Management System (EDRMS).
- To prioritise duties to meet the changing and conflicting demands in Outpatient clinics, rescheduling tasks as necessary, and providing a prompt response to requests for records required at short notice.
- To archive case notes according to local procedure, updating the Patient administration system (PAS).
- Process incoming referrals, both digital and paper, register referrals on PAS whilst maintaining accurate and high standards of data quality, register new patients on PAS ensuring all required data items are completed.
- To cover the main Atrium reception during periods of annual leave/sickness absence.
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Person Specification
Qualifications
Essential
- Good general education - 4 GCSE's grades A* to D
Desirable
- Medical terminology
Experience
Essential
- Experience within an administrative NHS environment
- Good keyboard and IT experience
- Experience with MS Windows applications
- Experience in document scanning
- Experience in working as a team
- Experience in meeting daily targets
- Attention to a high quality and detailed work
Desirable
- Use of case note tracking procedures and terminal digit filing
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and as such, it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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