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279 University Hospitals Sussex NHS Foundation Trust

Health Records Clerk

Full Job Description

There are various teams with different roles within the Department that together facilitate the smooth running of the Heath Records Library Services. As an extension of the Central Library its function is to
provide delivery and secure storage for casenotes to be used by Clinical Staff in the
delivery of patient care.

Medical Records has several teams which all work together for the delivery of the Service. This role will primarily work in the Sussex Eye Hospital Admission Team and will assist with ensuring notes are prepped and available for pre-operative assessment and cataract assessment clinics.

The role involves pulling, prepping, filing ,tracking,culling, archiving and sourcing Missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.

You will interact with administrative and clinical staff at Princess Royal Hospital and Royal Sussex County Hospital and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.

You will need to be accurate and numerate and used to achieving and sustaining deadlines; whilst working with minimum supervision. This is a clerical job working within a warehouse environment preparing Health Records for outpatient appointments throughout the Trust which does involve the lifting of boxes containing medical case notes.

Being able to follow strict Health Record guidelines is an important element to the job, as is adhering to Trust wide policies and procedures.

An appreciation of the importance of confidentiality is paramount in this department due to the high level of patient information that is stored.

This role involves covering areas with shortfalls across the Trust. You may be asked to work in any part of the Medical Records Department across the site you are assigned to.

If you are hardworking, have the ability to work to a high standard, are flexible and a good team player, then we would like to hear from you.

Join us at UHSussex, every day is different, you can be the change, better never stops.

At UHSussex we’re proud to be at the heart of the NHS. As one of theUK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.

Build a career with us: As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

  • Retrieval of casenotes from file as required for clinics, inpatient activity and general queries using PAS generated lists.
  • To find all ‘missing’ casenotes outside the Library and to check and prepare all casenotes required for Inpatient and Out-patient activity.
  • Produce new casenotes in line with current department standards as necessary.
  • Ensuring that the new location of all casenotes is entered onto the electronic casenote tracking system on PAS before the casenotes are dispatched from the library or delivered to requester.
  • Ensuring that all casenotes are always dispatched from the library in a good state of repair and in secure packaging, tote boxes or pouches for external deliveries.
  • Receiving and sorting incoming casenotes into the appropriate filing order with subsequent prompt and efficient refiling of same in the various store rooms.
  • Receiving clinic letters and refiling these in the appropriate casenote accurately and in a timely and efficient manner when Secretaries are out of service. Filing temporary case notes back into the main file.
  • Regular culling of the casenotes as directed by the Operations Manager to remove inactive records for scanning or archiving.
  • Undertaking regular culling of case notes.
  • Assist with the maintenance of the current archiving system. Including request or retrieval of the case notes as required.
  • To maintain good organisational skills with regard to reading and responding to Trust email/communications etc.
  • Maintain high standards of security by ensuring that office/store areas are locked up, windows closed, PCs turned off and keys returned to reception at the end of each day.
  • Provide casenotes for audit as governed by Clinical Effectiveness procedures.

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