Clerical Officer- Maternity Medical Records inStockport inStockport PUBLISHED TUE 22 OCT 2024

Band 2 PERMANENT
MATERNITY NHS

Stockport NHS Foundation Trust rEuvsziL

The Stockport NHS Foundation Trust is seeking a Clerical Officer to join the Maternity Records team within the busy Women's Unit. This role, requiring 32.5 hours per week, involves managing incoming calls, preparing clinic lists, case notes, and ensuring all necessary paperwork is organized and available. The officer will also be responsible for maintaining the Patient Centre appointment system, tracking and filing central files, and coordinating with GPs and community midwives regarding patient data. The ideal candidate will need clerical experience, strong organisational and communication skills, and the ability to work both independently and as part of a team.

Successful applicants must demonstrate proficiency in clerical tasks and have basic computer skills, although training on the Patient Centre system will be provided. A commitment to patient confidentiality and compliance with the Data Protection Act is essential. The position will require a standard DBS check and membership in the DBS update service.

Working as part of a team within a very busy Maternity Unit, this post is for a Clerical Officer to work within the Maternity Records in the Women's Unit.

Main Duties & Responsibilities:

Oversee the professional handling of all incoming calls to the department

Make notes ready by pulling clinic lists off Patient Centre for both the office and the antenatal clinic, prepping and checking clinic lists and referral letter and pulling relevant central files.

Preparing case notes where and when required ensuring all relevant paperwork is available as necessary.

Pulling central files for all clinics and tracking files on Patient Centre system and pulling central files for various sources and reasons as and when required.

Re-file central files into the filing system.

Contribute to the specialist filing system to include postnatal filing and reports within the Maternity Department.

Filing & processing the baby postnatal notes.

Contacting GP's and community midwives to check patient data as and when necessary.

Ensuring contact between GP and Maternity Office is undertaken to establish any pending bookings are completed as and when necessary.

Make up new central files and case notes.

Contribute to the rotational duties to support the Receptionist staff when required.

To ensure patient's confidentiality at all times and comply with the Data Protection Act.

An exciting opportunity has arisen for a proactive and enthusiastic individual to join the clerical team in the Maternity Health Records department at Stockport NHS Foundation Trust.

Working as part of a team within a very busy Maternity Unit, this post is for a Clerical Officer to work within the Maternity Records in the Women's Unit for 32.5 hours a week.

Excellent communication and clerical skills are a must, as is experience in a similar role. The ability to meet deadlines and be able to work under pressure.

It is essential you have keyboard skills although training will be given for the Patient Centre system. You must be able to demonstrate a positive attitude and are self motivated with the ability to work on your own or as part of a team.

The successful candidate will have clerical experience, computer experience, will possess excellent organisation, communication and customer service skills.

If successful, this vacancy will require an standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary. In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.

About us
Main Duties & Responsibilities:

1. Maintain the Patient Centre computerised appointment system

2. Registration and production of all relevant paperwork for appointments including correspondence and labels.

3. Oversee the professional handling of all incoming calls to the department

4. Make ready by pulling clinic lists off Patient Centre for both the office and the antenatal clinic, prepping and checking clinic lists and referral letter and pulling relevant central files.

5. Preparing casenotes where and when required ensuring all relevant paperwork is available as necessary.

6. Pulling central files for all clinics and tracking files on Patient Centre system and pulling central files for various sources and reasons as and when required.

7. Re-file central files into the filing system.

8. Contribute to the specialist filing system to include postnatal filing and reports within the Maternity Department.

9. Filing & processing the baby postnatal notes.

10. Contacting GP's and community midwives to check patient data as and when necessary.

11. Ensuring contact between GP and Maternity Office is undertaken to establish any pending bookings are completed as and when necessary.

12. Make up new central files and casenotes.

13. Contribute to the rotational duties to support the Receptionist staff when required.

14. To ensure patient's confidentiality at all times and comply with the Data Protection Act.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

If successful this vacancy will require a Standard DBS check at a cost of £21.90. This cost will be deducted from your first Trust salary

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.

More information related to this job opportunity, from jobsincare:

Here are 5 questions you could be asked if you apply for this job: Start practice interview... NEW!

1. Can you tell us about your previous clerical experience and how it has prepared you for this role in a busy Maternity Unit?

2. What specific experience do you have with medical records management or in a healthcare setting?

3. This role requires handling incoming calls professionally. Can you give an example of a time when you managed a difficult call or enquiry?

4. How do you ensure effective communication with healthcare professionals, such as GPs and midwives, regarding patient data?

5. Describe your approach to managing multiple tasks and deadlines in a busy environment. How do you prioritise your workload?

Start a practice interview... NEW!

1. Can you tell us about your previous clerical experience and how it has prepared you for this role in a busy Maternity Unit?

2. What specific experience do you have with medical records management or in a healthcare setting?

3. This role requires handling incoming calls professionally. Can you give an example of a time when you managed a difficult call or enquiry?

4. How do you ensure effective communication with healthcare professionals, such as GPs and midwives, regarding patient data?

5. Describe your approach to managing multiple tasks and deadlines in a busy environment. How do you prioritise your workload?

Start a practice interview... NEW!

More about the NHS

The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...

Useful skills for a Clerical Officer- Maternity Medical Records: Click to view

To work as a Clerical Officer in Maternity Medical Records in the UK, you'll need a combination of administrative, organizational, and interpersonal skills. Here are some key skills and attributes that would be beneficial for this role:

1. Organizational Skills: Ability to manage and maintain medical records efficiently, ensuring that files are up-to-date and easily accessible.

2. Attention to Detail: Accuracy in data entry and record-keeping is crucial, as errors can have significant implications in a healthcare setting.

3. Communication Skills: Strong verbal and written communication skills are important for interacting with healthcare professionals, patients, and colleagues effectively.

4. IT Proficiency: Familiarity with Microsoft Office Suite (especially Word and Excel) and medical record systems is essential. Experience with databases and data management software is also beneficial.

5. Confidentiality Awareness: Understanding the importance of patient confidentiality and data protection regulations, including the General Data Protection Regulation (GDPR).

6. Interpersonal Skills: Ability to work as part of a team and build good relationships with colleagues, healthcare professionals, and patients.

7. Problem-Solving Skills: Ability to resolve administrative issues as they arise and adapt to changing situations within the healthcare environment.

8. Basic Medical Knowledge: Understanding of medical terminology related to maternity and medical records can be helpful.

9. Time Management: Ability to prioritize tasks effectively and manage workload within a busy healthcare environment.

10. Flexibility: Willingness to adapt to new systems, procedures, or changes in the workplace.

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