Clerical Officer

Job overview

The Health Records team at Bolton NHS Foundation Trust has an opportunity for an enthusiastic, motivated and flexible individual looking for a challenge in a post that is both interesting and varied to join our team.

You should have the ability to work flexibly to meet the needs of the service, including covering for colleagues during absence and annual leave.

The role is physically demanding and you will be responsible primarily for providing a notes provision service, whilst additionally completing all associated administrative tasks to ensure our patients receive an excellent first impression, you will ensure all necessary data is recorded.

Main duties of the job

You will be required to retrieve case notes from within the health records library or from areas across the Trust site, which may require the lifting of boxes and pushing of trolleys up and down corridors.

Duties will include storage and retrieval of case notes, provision of an emergency notes service, case note preparation for clinics and elective admissions, dealing with enquiries, filing, use of LE2.2, customer service. The post holder will also be expected to be involved in the implementation of new working practices.

You will be expected to have excellent communication and interpersonal skills and the desire to work in a patient focussed environment.  You will also need to have good IT and organisational skills, with the ability to deal sensitively and confidently with people, both face to face and over the telephone, as well as work effectively as part of the team. The ability to work under pressure to meet deadlines is essential.

You will also need to be able to work using your own initiative and without direct supervision.

The ideal candidate will have knowledge and experience of working in a similar environment.

Detailed job description and main responsibilities

• Duties will include storage, retrieval and archiving of case notes to support both inpatient and outpatient episodes, elective and emergency care 24 hours a day, customer service, patient registration and data input.

• Maintain knowledge of filing systems and ability to file case notes in correct location. Understand importance of accurate and timely filing.

• When dealing with elective admissions prioritise allocated day’s work, print off allocated ward lists and pre-assessment clinics. Locate, retrieve, prepare and track case notes and file in date order in appropriate bins for collection.

• If case notes are not in main storage areas use tracking system to locate and request where necessary.

• Action any telephone request from wards, departments, Accident and Emergency and other hospitals requesting information or case notes either manually or electronically.

• Update LE2.2 tracking system to show location and current status of case notes in relation to document management.

• Ensure Case notes are prepared in accordance with Health Records Standards.

• Ensure Case notes are dispatched to Outpatient areas within the Trust and clinics held in the community/other Hospitals.

• Ensure where necessary, patients to be registered on Trust IT System (LE2.2), case notes raised or extra volumes created.

• Provide a high quality service to patients, Trust staff, other hospitals, Government departments, solicitors and independent medical examiners in respect of the provision of records.

• Record all requests on Medical Legal database ensuring completeness and accuracy.

• Identify relevant section of case notes for photocopying