Health Records Officer

Job overview

Health Records Libraries

We currently have a vacancy in our team of medical records staff giving a professional service staffing a scanning bureau for digitalising medical records, pulling, filing, tracking, culling and retrieving physical medical notes for inpatient and outpatient services across the Oxford University Hospitals NHS Foundation Trust.

Candidates will need to be hard working and have an eye for detail. Once trained, staff would be expected to work with minimum supervision and manage daily duties as required. If you feel you have the right qualities for this post please apply.

Please note:

• this administration role involves physical components
• all staff are required to work Bank Holidays on a rota basis

Position available:

• Monday to Friday, 07:30 to 15:30, 37.5 hours per week

Main duties of the job

• Scanning paper records & data into the Trust's digital systems.
• Pulling, filing and tracking medical records ensuring their orderly storage and availability for departments requesting them.
• Culling & merging records no longer required.
• Co-ordinating with our off-site storage facility in the sending, receiving and destruction of paper notes.
• Staffing Emergency Phonebay for urgent requests.
• Clinic Preparation of notes for selected outpatient appointments.
• Ensuring Information Governance standards are maintained.
• Investigating missing or anomalous record

Candidates should be able to work with minimum supervision, have an eye for detail,  be comfortable with computers (training on our systems will be given), and able to perform physical tasks, including working from ladders etc.

We are a friendly hard-working department spread over two libraries in the JR. Our staff have a rotating variety of daily tasks , a mixture of desk-based work and physical activity. We also interact with, and get to know people from many other departments across the Trust.

Detailed job description and main responsibilities

Main Purpose of Post

• Work as part of a team to provide a professional and efficient administrative function that underpins the retrieval of health records & scanning of relevant documentation inti the Trust's digital systems, and maintains effective working relationships with clinical, nursing and administrative staff.
• Provide assistance to deliver health records across three of the trust sites for outpatient and inpatient attendances.
• To provide administrative support within the Health Records Library and across other sites if required in order to maintain library services.
• Support patient with information for subject access request

Duties and Responsibilities

Telephone bay

• Prioritise telephone & email requests in order of urgency.
• Locate health records using the electronic patient record (EPR) and old tracking systems (OxPas)
• Request records from other users across the trust or from offsite storage to forward on to wards and departments.
• Ensuring confidentiality by checking requestor’s identification and their rights to access patient information.
• Highlighting to Library Supervisor if there are any concerns relating to the requestor.
• Track health records to user destinations, ensuring number of volumes are recorded. Making up new folders as required.
• Deliver and retrieve records and/or documentation folders to wards and departments by hand; ensuring confidentiality of the health record is always maintained.
• Deliver requests to appropriate members of health records staff. Ensuring requests from police, solicitors, insurance companies etc are passed on to Subject Access team.
• Assist staff members throughout the trust on use of the microfiche/cartridge system.
• Arrange for collection of records required for the women’s centre.
• Bag and deliver notes to shuttle and postal services as required
• File requests in date order to be retained for three months.
• Communicate effectively using good verbal skills with other colleagues, health professionals, and the general public.
• Prioritise miscellaneous paperwork received daily from other trust sites for filing into health records

Reception, track, pull, file, cull

• To assist visitors to the department in retrieving records
• Providing training for research and audit staff looking to retrieve records.
• Track records back to the library daily using culling methods.
• File health records in reverse digit order and maintain filing areas.
• Provide health records pulling for outpatient services. Preparing clinic list as required.
• Cull records from the libraries as required
• Track records sent to offsite storage on EPR.
• Maintain clear numbering system for boxed filing of records for staff members returning records to offsite Storage Company.