Health Records Prepping Clerk

Job overview

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bush Park, Windsor House and Derriford Hospital.

The work is very busy, therefore the ability to prioritise your own workload and meet deadlines is essential. Applicants should also be able to demonstrate the use of their own initiative.

Applicants should be educated  to GCSE grade A-C in Maths & English plus have an NVQ Level 2 in Business Administration or equivalent demonstrable experience. Applicants must have excellent keyboard and accuracy skills and should also be able to demonstrate an understanding of confidentiality and be able to work across both sites.

Please state in your supporting information why you are the ideal candidate for this role.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

• Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.

• Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty.

• Uses the Information Technology associated with the role, in particular patient management systems, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.

• Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

Detailed job description and main responsibilities

Clinic Preparation Duties

• ·                Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the        Prepping Team Leader.
• Utilise the Prepping Application to view a summary count of all allocated clinics, by            specialty, on a specified day to enable own daily workload review.

• Print an up to date clinic attendance list prior to preparing clinic.
• Request the allocated clinic health records from the Central Records Library.
• Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines
• Manually raise any new folders for patients without a paper health record and trace on patient management systems.
• Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.
• Prepare health records for allocated specialty clinics.
• Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
• When the health record is received, organise the contents to comply with the Trust standard filing format.
• Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary. For further details please see the attached JD & PS