Health Records Assistant

To provide and maintain an efficient and high standard Health Records Service throughout the Trust.

The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.

The Central Records Library comprises of three main areas:
Main Office/Pre-file and Archive

Main Office/Pre-file area

To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.

Prioritising workloads and all other Central Record Requests.

Efficiently manging the urgent line with a professional approach.

Archive area

To provide support for the filing and culling of REI records and Deceased records.

Undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trust's policies and procedures.

Review and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.

Roles in these three areas are generic which means the post holder can be allocated to any area within the Central Records Library at any time. This will involve staff rotating across all 3 areas to ensure continuity of service during staff absences as and when required. This generic job description covers all duties required of a Health Records Assistant.

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment.

We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

MAIN OFFICE/PRE-FILE AREA

Action all telephone calls/written/emailed requests for case notes promptly using a high standard of attention to detail, recording a detailed account and outcome of each request/call, retrieve and pack notes and trace electronically to the appropriate department.

• Ensure that all notes are available for clinics daily and ensure Prepping Teams are informed in advance of appointments of any notes that cannot be found.

Unpack all deliveries of case notes / loose sheets, pre-sort into appropriate filing areas, and then file into main store, tracing each case note onto iPM at every stage of the process.

Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL.

ARCHIVE AREA

Regularly reviewing storage capacity within the main store and archive area and planning for future growth to accommodate deceased and culled records. This entails moving boxes and hospital records in large quantities within a tight timeframe.

Filing of all REI records, boxing up Deceased and A&E records.

Ensuring all patient record requests from Crown are dealt with efficiently and spreadsheets are kept updated.

Responsible for the retention and destruction of all patient health records ensuring all guidelines are followed as per the Records Management code of practice 2021.

Scanning the main store as and when required to identify misfiles and growth.

Preparing and sorting Service Personnel records ready for destruction.

GENERIC TASKS ACROSS ALL MAIN OFFICE/PREFILE & ARCHIVE AREAS

Assist the CRL Supervisors in acting as a point of contact for Clinicians and other Staff groups, providing advice and support on all Health Records issues.

Generate electronic pulling lists for patients via the Corporate Services function on Trustnet and utilise those lists to locate and pull case notes from the main store and Archive area.

• To undertake comprehensive searches and take all necessary actions and exhaust all avenues to ensure the completeness of clinics.
• To use personal judgement and initiative when analysing the facts that are required to locate a…