Multi-Skilled Clerical Officer

Job overview

The Health Records Department is a busy department within the James Paget University Foundation Trust, supplying Healthcare Files for patient appointments and admissions. The department also provides scanning service converting patient healthcare paperwork into an electronic format.

Bank Holiday cover will be required on a rota basis.

This is an on-site post due to the nature of the role.

Please note: the health records team at the James Paget University Hospital are employed by the Norfolk and Norwich University Hospital Foundation Trust, under the scope of Digital Services.

Main duties of the job

The Health Records Department is a busy department within the trust, supplying Healthcare Files for patient appointments and admissions. The department also provides scanning service converting patient healthcare paperwork into an electronic format.

We are looking for a Multi-skilled Clerical Officer with experience of both paper and electronic patient records. An awareness of patient confidentiality is essential to this role due to the nature of the work, as is a high level of accuracy and attention to detail.

This role covers all areas of the department including registrations, delivery and collection around the trust, preparation of patient documentation either loose or in a folder format for internal or external scanning, scanning of documents and some clinic preparation work when required.

Detailed job description and main responsibilities

To have high level of knowledge and competency in all areas of the Health Records Department.

From pre-prepared lists and telephone/email requests, prepare paper light folders/folder-less/labels for patient outpatient appointments; using the computer system to track and book patient files.

To prepare and book out, patient files for pre-booked admissions.

To answer telephone and email enquiries, ensuring best outcome for requests that require action and follow up.

Process deceased files, in accordance with current departmental processes.

Efficiently process paper filing received from other functions within the Trust and to consistently output appropriate documents ready for scanning into a patient’s WinDIP application record.

Efficiently process single and multiple document sets received from other functions within the Trust and to consistently output appropriate document sets ready for scanning into a patient’s WinDIP application record.

To carry out new registrations and amendments, processing internal and external requests.

To deliver and collect patient files around the Trust using trolleys, including assisting the clinical coding team with the collection of notes.

To process incoming returned files to the department and file in appropriate area in department.

Prepare files for scanning.

Prioritising urgent patient health care files when required.

Quality Assurance of Documents.