About this role
Job summary
This is a 37.5 hour post working Monday to Friday.
It is an administrative led role, servicing and facilitating the preparation of patient information to aid the smooth running of the clinics in the Outpatients Department to cross cover Specialties. The post also requires a high performance/high quality service across all areas of Records Services i.e., Library Services, Scanning Services as well as Clinic Preparation; this will be in line with Service Level Agreements and the Department and Trust objectives.
Prerequisites for success in this role are the ability to work using your own initiative as well as part of a team, coupled with a strong attention to detail and a focus on delivering exceptional quality in a highly productive environment, ensuring good organizational and communication skills and to have the skills and confidence to work under pressure and to meet daily deadlines of an extremely busy department.
The post holder will be required to cross cover and work in other areas under the same management i.e The Records Services Department.
Main duties of the job
The Records Services and Clinic Prep Officer has responsibility for delivering a high performance/high quality service across all areas of Records Services i.e., Library Services, Scanning Services and Clinic Preparation.
The Records and Clinic Prep Officer will report into the Supervisor and will be required to work closely with all members of the Prep and Records Services Team.
About us
We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.
We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.
We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.
We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community.
Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first.
Job description Job responsibilities
To develop working relationships with colleagues in other departments within the Trust and to assist and advise where necessary. Accessing electronic case notes on the EDMS and producing barcodes for scanning. Data Entry where required on to the EPR system. Respond to all requests, from EPR Telephone calls or E-mail in a timely and courteous manner. Escalating instances of missing information via the escalation procedure to the Supervisor Create a work list from KP+ (Knowledge Portal ) for all new appointments within 7 days. Create a work list from KP+ for all follow up appointments within 7 days. Identifying any relevant annotations and information on EPR, EDMS and any other systems such as PASWEB, and add it to the post note on the clinic on EPR. Routinely checking KP+/clinic lists to identify if extras have been added to the clinic and creating a minipack if required. Cross reference with the EYEV portal to ensure the referral has been added to EPR. To ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.
Person Specification
QUALIFICATIONS / TRAINING Essential
Educated to GCSE Maths & English or equivalent grades 9-3 (A*-D)
Desirable
Level 2 qualification in Customer Service or Business Admin
KNOWLEDGE, EXPERIENCE & EXPERTISE Essential
Relevant experience in a customer setting/office Relevant experience in a clerical role An awareness of the importance of always maintaining patient confidentiality Evidence of working within documented procedures. Motivation to develop the role and themselves within the role Must be accurate and be able to prioritise and meet deadlines Methodical Good organisational skills Be innovative and proactive Excellent computer skills with knowledge of Microsoft packages Problem solving skills. To be able to demonstrate good judgement. To be able to ensure Quality Assurance throughout the Service Delivery process. Be goal oriented to ensure work is processed to targets set by management and in line with agreed processes and procedures, ensuring maximum productivity and quality is achieved Ability to maintain a satisfactory level of attendance Professional appearance Helpful manner
Desirable
Experience of working within an office-based NHS setting Knowledge of the Cerner EPR system
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES) Essential
Good communication and written skills Ability to work effectively as part of a team to deliver the service
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.
Employer details Employer name Calderdale and Huddersfield NHS Foundation Trust
Address Calderdale Royal Hospital
Salterhebble
Halifax
HX3 0PW
United Kingdom
Employer's website https://www.cht.nhs.uk (Opens in a new tab)