Records Services Clinic Prep Officer

Job overview

This is a 37.5 hour post working Monday to Friday.

It is an administrative led role, servicing and facilitating the preparation of patient information to aid the smooth running of the clinics in the Outpatients Department to cross cover Specialties. The post also requires a high performance/high quality service across all areas of Records Services i.e., Library Services, Scanning Services as well as Clinic Preparation; this will be in line with Service Level Agreements and the Department and Trust objectives.

Prerequisites for success in this role are the ability to work using your own initiative as well as part of a team, coupled with a strong attention to detail and a focus on delivering exceptional quality in a highly productive environment, ensuring good organizational and communication skills and to have the skills and confidence to work under pressure and to meet daily deadlines of an extremely busy department.

The post holder will be required to cross cover and work in other areas under the same management i.e The Records Services Department.

Main duties of the job

The Records Services and Clinic Prep Officer has responsibility for delivering a high performance/high quality service across all areas of Records Services i.e., Library Services, Scanning Services and Clinic Preparation.

The Records and Clinic Prep Officer will report into the Supervisor and will be required to work closely with all members of the Prep and Records Services Team.

Detailed job description and main responsibilities

• To develop working relationships with colleagues in other departments within the Trust and to assist and advise where necessary.
• Accessing electronic case notes on the EDMS and producing barcodes for scanning.
• Data Entry where required on to the EPR system.
• Respond to all requests, from EPR Telephone calls or E-mail in a timely and courteous manner.
• Escalating instances of missing information via the escalation procedure to the Supervisor
• Create a work list from KP+ (Knowledge Portal ) for all new appointments within 7 days.
• Create a work list from KP+ for all follow up appointments within 7 days.
• Identifying any relevant annotations and information on EPR, EDMS and any other systems such as PASWEB, and add it to the post note on the clinic on EPR.
• Routinely checking KP+/clinic lists to identify if extras have been added to the clinic and creating a minipack if required.
• Cross reference with the EYEV portal to ensure the referral has been added to EPR.
• To ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.