Medical Records Administrator

Job overview

Please note this role is currently only being advertised to staff members who are currently working within the Kent and Medway ICS.

To be an integral member of the Medical Records Department; to provide a first-class library, clinic preparation, and scanning service ensuring that:

Patient healthcare records are sorted, filed, and requested from the library, and dealt with in an appropriate manner and to agreed standards,

• Patient healthcare records are retrieved, prepared and dispatched to high quality standards
• All inbound clinic letters for private patients are uploaded to patient record via Hybrid Mail
• Patient Healthcare Records tracked and dealt with in an appropriate manner and to agreed standards

Main duties of the job

• Accurately and comprehensively record patient demographic and details on the Patient Administration System (PAS).
• Ensure that patient healthcare records are pulled and despatched in a timely manner for outpatient clinics and elective episodes, and other departments including Legal Services and Clinical Audits. Healthcare records are pulled according to the Trust policies and procedures, highlighting any problems to the Team Leader.
• Ensure patient healthcare records received or despatched are entered onto the tracking system on PAS.
• Accurately and comprehensively prepare healthcare records for clinics; investigate and locate missing healthcare records, GP referral letters. Create electronic healthcare records for all new patients to the trust.
• To facilitate the movement and confidentiality of healthcare records between various areas of the Trust as necessary, ensuring the safe use of trolleys and cages etc. during transportation of those healthcare records.
• To be efficient in forward and back scanning of patient healthcare records, including tracking, preparation, scanning, and uplifting with excellent attention to detail and to a high standing and in accordance to Trust policy.
• To provide administrative support or assist out-side your specific area of responsibility for any Health Records Department core services when requested by line managers and the Trust Healthcare Records Manager

Detailed job description and main responsibilities

We’ve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.

Please note that appointment to this post will be subject to a satisfactory Disclosure and Barring Service Check at Standard Level.

All successful applicants will be required to complete our corporate trust induction once a start date had been agreed.

Please note that the Fordcombe Site is located in a rural area with limited access via public transport.  You will need to ensure you are available to attend the time during the day and evenings. Access to a vehicle is advantageous.