Health Records Officer

Job overview

We are looking for one motivated and proactive professional to become key member of the management team within our busy Health Records Service. This role offers an exciting opportunity in the first steps of line management.

You will need excellent people skills, organisational abilities, and a passion for empowering others through training and development. In addition, excellent communication skills are crucial for managing a busy and complex service..

This position is based in The Health Records Service at Online House with an expectation of flexibility to work across departments once training is complete.

If you are passionate about making a meaningful impact in Health Records management and staff development, we would welcome your application.

Main duties of the job

• To assist in ensuring the provision of a high quality and cost-effective Health Records Service.
• Ensure staff with the Health Records Service under their leadership are trained to the highest level.

• The Health Records Officer will be responsible for the smooth and efficient running of all aspects of Health Records services and will include staff management issues.
• To be responsible for the management of Health Records systems in accordance with Health Board and departmental policies on Record Management standards and procedures.
• To provide support to both staff and managers as required.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

• To be responsible for the day-to-day management and supervision of Digitised Health Record functions and staff ensuring an efficient and effective service is provided to users.

• To ensure the clerical staff work as part of the overall Health Records team by keeping them informed of decisions and protocols within the department.

• To write action protocols for all working practices within the areas of responsibility.

• Provide advice to patients/carers, managers and clinicians regarding Health Records issues and respond to Digitised Health Records enquiries.

• To be involved in and manage the introduction of new computer modules and systems as required e.g., Digitised Health Records.

• To be responsible for liaising with consultants, junior doctors, nursing staff and secretaries, regarding issues related to department administration.

• To co-ordinate and manage staff incorporating all staff issues:

• Sickness Management,

• Recruitment & Selection,

• Induction training,

• Mandatory training and development in accordance with Health Board policies,

• Training of staff in the workplace,

• KSF process and facilitation of continued professional development,

• Attendance Records/signing timesheets,

• Managing of annual leave and time in lieu,

• Overtime management,

• Competency issues,

• Investigate and action complaints,

• Ensuring a continuous level of staffing is available in the relevant areas,

• Responsible for quality/timeliness of computer data entry on WPAS specifically tracking but also the use of CWS and the Digitised Health Records.

• Auditing, monitoring, and reviewing work processes, systems, and job design to ensure optimum productivity, service effectiveness and safety.

• Ensure Health Records are available and are in the right place at the right time in line with agreed timescales.

• Ensure all Health Records that leave the Library Services area are prepared to agreed standards.

• Responsible for ensuring the library areas are culled on an ongoing basis.

• Responsible for ensuring library storage areas meet all health and safety requirements and are maintained to agreed standards.

• Responsible for ensuring Health Records transferred between hospitals or departments are secure and clearly addressed to recipient.

• Responsible for the ongoing process of the Retention and Destruction policy ensuring the legal retention periods are adhered to.

• Responsible for the ongoing management of the scanning of Health Records and to be involved in the development of the service.

• To ensure the security and confidentiality of the Health Records at all times.

• Responsible for ensuring Health Records are handled by staff who are authorised to handle them as part of their duties.

• To ensure all duties are undertaken in a courteous and professional manner and within agreed time scales.

• Responsible for the implementation of Health Board service standards.

• Ensure staff are fully aware of the principles of the Clinical Record Keeping Policy and Health Record Management Policy.

• Flexible to the needs of the Service in order to ensure smooth running of the department.

• To maintain good communication with other staff, clinicians, managers, wards, and other departments.

• Actively participate in the duties of the department as required.

• Deal with requests in accordance with the Data Protection Act 2018 (UK).

• To ensure all shifts and bank holidays are covered appropriately.

• Deputise as and when necessary for the Assistant Health Records Manager and colleagues.

• To ensure the departmental stationery stock is maintained effectively.

• To assist with the introduction and implementation of changes within the Health Records Service.