Medical Records Admin

Whittington Health

Aug 27

Applications are closed

Job
Full-time
Junior & Mid Level
Healthcare
London

Requirements

To liaise with a range of other health professionals and departments within the hospital ensuring the department interfaces efficiently with them.
To respect patient and staff confidentiality.
Attend and participate in regular team meetings for the health records department and any others as required and to participate in discussions concerning ways to improve the provisions of service.
Raise any problems or queries with the Medical Records Supervisor.
Ensure compliance with all Trust policies regarding absence, annual, sick and other leave; sickness where possible must be reported to the Supervisor two hours before start of duty on the day of sickness.
Use of computerised systems, an email facility, and a telephone voicemail system.
To open the mail and action as appropriate.
To ensure when responding to telephone queries those are responded in a professional and courteous manner and to escalate any issues to the Supervisor.
To take continuing responsibility for the provision of Health Records.
To pull case notes for clinics and other lists when requested.
To deliver case notes to clinics, and other areas of the hospital as requested in a timely manner.
To request case notes from offsite storage provider in agreed time scale.
To ensure the safe and confidential management records at all times.
To locate missing case notes and to liaise with appropriate staff regarding missing case notes and take any action as required.
Use Electronic Patient Record (EPR) System to track and locate health records; ensure all health records are tracked into relevant areas as necessary.
To identify problem areas within the case notes tracking system and to help initiate processes to ensure that they are rectified.
To ensure that the Health Records library is kept tidy and to file records as necessary in a timely manner.
To ensure that all Health Records leaving the library are tracked out appropriately on EPR.
To weed, cull and mark Health Records for sending to offsite storage amending on EPR and Iron Mountain as appropriate.
To reconstitute case notes from microfilm.
To Action duplicate registrations from around the Trust and merge patients records where appropriate.
To ensure all records are marked with the appropriate year of attendance.
To access secondary storage libraries as necessary.
Scanning records as required.

Responsibilities

To liaise with a range of other health professionals and departments within the hospital ensuring the department interfaces efficiently with them.
To respect patient and staff confidentiality.
Attend and participate in regular team meetings for the health records department and any others as required and to participate in discussions concerning ways to improve the provisions of service.
Raise any problems or queries with the Medical Records Supervisor.
Ensure compliance with all Trust policies regarding absence, annual, sick and other leave; sickness where possible must be reported to the Supervisor two hours before start of duty on the day of sickness.
Use of computerised systems, an email facility, and a telephone voicemail system.
To open the mail and action as appropriate.
To ensure when responding to telephone queries those are responded in a professional and courteous manner and to escalate any issues to the Supervisor.
To take continuing responsibility for the provision of Health Records.
To pull case notes for clinics and other lists when requested.
To deliver case notes to clinics, and other areas of the hospital as requested in a timely manner.
To request case notes from offsite storage provider in agreed time scale.
To ensure the safe and confidential management records at all times.
To locate missing case notes and to liaise with appropriate staff regarding missing case notes and take any action as required.
Use Electronic Patient Record (EPR) System to track and locate health records; ensure all health records are tracked into relevant areas as necessary.
To identify problem areas within the case notes tracking system and to help initiate processes to ensure that they are rectified.
To ensure that the Health Records library is kept tidy and to file records as necessary in a timely manner.
To ensure that all Health Records leaving the library are tracked out appropriately on EPR.
To weed, cull and mark Health Records for sending to offsite storage amending on EPR and Iron Mountain as appropriate.
To reconstitute case notes from microfilm.
To Action duplicate registrations from around the Trust and merge patients records where appropriate.
To ensure all records are marked with the appropriate year of attendance.
To access secondary storage libraries as necessary.
Scanning records as required.

FAQs

What are the general duties of a Medical Records Admin?

The general duties include liaising with health professionals, ensuring confidentiality, attending team meetings, managing health records, responding to queries, tracking records using the Electronic Patient Record (EPR) system, and maintaining the health records library.

How do I report sickness or absence?

Sickness must be reported to the Supervisor at least two hours before the start of duty on the day of sickness, in compliance with Trust policies.

What systems are used for managing health records?

The role involves using computerized systems, email facilities, a telephone voicemail system, and the Electronic Patient Record (EPR) system to track and manage health records.

Is training provided for the responsibilities of this role?

Yes, training is typically provided to ensure that staff are familiar with the systems and procedures necessary for managing health records effectively.

How do I handle missing case notes?

You will need to locate missing case notes and liaise with appropriate staff regarding the issue, taking any necessary action to resolve it.

Are there opportunities for professional development in this role?

Yes, you are encouraged to participate in discussions on service improvements and attend team meetings, which can enhance your professional development.

How is confidentiality maintained within the department?

Confidentiality is respected at all times, in compliance with Trust policies, ensuring that both patient and staff information is protected.

Will I have to work with offsite storage providers?

Yes, you will request case notes from offsite storage providers within agreed timeframes.

Are there any specific requirements for record management?

You will need to ensure that all health records are tracked appropriately, weed and cull records for offsite storage, and reconstitute case notes from microfilm as needed.

Who can I contact for more information about the position?

For further details or informal visits, you can contact Sarah Austin, Assistant Service Manager, at sarah.austin@nhs.net or via telephone at Ext - 3398.

Whittington Health

Science & Healthcare

Industry

1001-5000

Employees

1848

Founded Year

Mission & Purpose

Whittington Health NHS Trust aims to help local people live longer and healthier lives by providing safe, personal, coordinated care for the community we serve. We provide hospital and community care services to 500,000 people living in Islington and Haringey as well as Barnet, Enfield, Camden and Hackney. As one organisation providing both hospital and community services, we are known as an ‘integrated care organisation’ and have over 4,400 staff delivering care across north London. Our priority is to provide the right care, at the right time and in the right place for our patients. We provide a large range of services from the hospital, including accident and emergency (A&E), maternity, diagnostic, therapy and elderly care. We also run services from 30 community locations in Islington and Haringey. Over the past year we have reviewed and developed services to make them stronger and better support the needs of patients. As an integrated care organisation we bring high quality services closer to home and speed up communication between community and hospital services, improving our patients’ experience. Key to our approach is partnering with patients, carers, GPs, social care, mental health and other healthcare providers. Our organisation has a highly-regarded educational role. We teach undergraduate medical students (as part of UCL Medical School) and nurses and therapists throughout the year, alongside providing a range of educational packages for postgraduate doctors and other healthcare professionals.