Health Records Assistant inPlymouth inPlymouth PUBLISHED TUE 12 NOV 2024

Band 2 PERMANENT
HIV NHS

University Hospitals Plymouth NHS Trust rfZyg7lg

The Health Records Assistant at University Hospitals Plymouth NHS Trust is responsible for maintaining a high-standard Health Records Service, ensuring the integrity and security of health records within the Trust's Central Records Library, which includes Main Office, Pre-file, and Archive areas. Key duties involve the efficient management of patient records, including pulling, filing, and culling, as well as handling telephone and written requests for case notes. The role requires meticulous attention to detail, adherence to the Records Management Code of Practice 2021, and the ability to work across various areas of the library as needed.

Candidates should demonstrate recent relevant experience and may be prioritized if they are internal staff or hold 'Priority' or 'At Risk' status. The position emphasises teamwork and a proactive approach to resolving storage issues and ensuring that patient records are professionally managed and readily available to support clinical activities. The Health Records Assistant will also assist supervisors, generate electronic lists for records retrieval, and engage in the retention and destruction processes of health records as dictated by Trust policies.

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.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

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 this department are generic which means the post holder can be allocated to any area within the Central Records Library between main office and Archive.This generic job description covers all duties required of a Health Records Assistant.

About us
MAIN OFFICE/PRE-FILE AREA

1. 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.

2. 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.

3. 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.

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

ARCHIVE AREA

5. 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.

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

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

8. 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.

9. Scanning the main store as and when required to identify misfiles and growth.
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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 a bit about your background and what prompted you to apply for the Health Records Assistant position at University Hospitals Plymouth NHS Trust?

2. What do you understand about the importance of confidentiality and data protection in handling health records?

3. How do you prioritise your workload when faced with multiple requests at the same time?

4. Can you describe your previous experience in managing health records or a similar administrative role? What were your key responsibilities?

5. Give us an example of a time when you had to ensure the accuracy and integrity of health records. What steps did you take?

Start a practice interview... NEW!

1. Can you tell us a bit about your background and what prompted you to apply for the Health Records Assistant position at University Hospitals Plymouth NHS Trust?

2. What do you understand about the importance of confidentiality and data protection in handling health records?

3. How do you prioritise your workload when faced with multiple requests at the same time?

4. Can you describe your previous experience in managing health records or a similar administrative role? What were your key responsibilities?

5. Give us an example of a time when you had to ensure the accuracy and integrity of health records. What steps did you take?

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 Health Records Assistant: Click to view

To work as a Health Records Assistant in the UK, you will need a combination of technical, interpersonal, and organizational skills. Here are some key skills and qualifications that are typically required:

Essential Skills:

1. Attention to Detail: Health Records Assistants must be meticulous when managing patient records to ensure accuracy and confidentiality.

2. Organizational Skills: The ability to maintain and organize health records efficiently is crucial. This includes managing both physical and electronic records.

3. IT Skills: Proficiency in using computer systems and software for managing electronic health records (EHRs) is essential. Familiarity with databases, spreadsheets, and health information systems is important.

4. Communication Skills: Strong written and verbal communication skills are necessary for interacting with healthcare professionals and patients, and for accurately documenting information.

5. Confidentiality and Data Protection: Understanding of confidentiality protocols and data protection laws (such as the GDPR) to maintain the integrity and privacy of patient information.

6. Teamwork: Ability to work collaboratively with healthcare staff, including doctors, nurses, and administrative personnel, to ensure patient information is accessible and accurate.

7. Problem-Solving Skills: Ability to address issues that may arise regarding records management and to find solutions efficiently.

8. Basic Knowledge of Medical Terminology: Familiarity with medical language can be helpful for accurate documentation and understanding healthcare information.

Qualifications:

- Educational Background: Although not always mandatory, having a GCSE or equivalent in English and Maths is often required. Some employers may prefer candidates with A-levels or further qualifications in health information management or administration.

- Experience: Previous experience in an administrative role, particularly in a healthcare setting, can be beneficial. Some employers may seek candidates with specific experience in health records management.

Additional Considerations:

- Training: Many employers provide on-the-job training, so a willingness to learn and adapt to the specific systems and protocols of the organization is valuable.

- Professional Development: Continuing education in health information management or related fields can enhance career prospects and expertise.

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