Health Records Clerk

The Health Records Clerk is responsible for the accurate, complete and timely availability of patient records and documentation within the Electronic Document Management Systems as part of the patient clinical record. The role involves being responsible for document retrieval, preparation, scanning, indexing and quality assurance processes in line with departmental procedures including the use of the EDMS, PAS and EMIS systems, along with a number of other systems and IT processes. Working as a member of the Health Records Scanning Bureau, the post holder will be responsible for retrieval, transportation, archiving, preparation, indexing, scanning, sorting, handling and quality assurance of health records, supporting the digitisation of paper-based records into the Trust Electronic Document Management Systems (EDMS), Hyland Onbase and EMIS in line with departmental procedures. The role is vital to support service users regarding health records related processes including medical staff, nursing staff, allied health professionals, medical secretaries, administrators and external agencies. Document preparation and manual scanning includes frequently being seated whilst completing these tasks. All post holders are to be involved in and adaptable to future changes in the scope and location of their role, supporting health records processes and being receptive to change as the Trust EPR and EDMS solutions develop and mature over time, in particular supporting processes that are compliant with BS10008 scanning standards. Locate (using software such as CD View, Dip, Restore and PAS) request, obtain and make available case notes from main library and Off-Site Storage locations as required to be scanned into EDMS. Communicate with Apogee to arrange the return of critical care charts. Receive, sort and send internal/external post forwarding to relevant team/ward as appropriate. This includes returning, tracking and ensuring the delivery of case notes to other trusts via post. Liaise effectively with all disciplines of staff and other staff to ensure efficient lines of communication are maintained at all times. Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate Team. Participate and contribute to departmental meetings and feedback discussions. Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area. Report any information related incidents direct to the departmental manager immediately and ensure the Trust incident reporting process is followed. Follow Trust and departmental processes and procedures to ensure a high quality, resource efficient and cost-effective service is provided. Prepare documentation for scanning in line with departmental procedures, ensuring the records that are required are scanned into the EDMS, including utilisation of PAS to produce indexing barcodes. Scan documentation using the departmental scanning devices and index records accordingly to ensure documentation is classified and indexed to the correct patient record. Collect and transport paper records requiring scanning or archive from all areas of the organisation as required. Undertake photocopying, filing or other administrative tasks when required. Ensure that lifting and handling guidelines are adhered to and comply with all Health and Safety requirements. Carry out regular maintenance and cleansing of scanning devices to ensure devices are appropriately maintained and remain operational. Issues, faults or damages must be reported immediately. Use trolleys safely in all areas of the hospital for the daily collection and transportation of health records from Wards and other departments. Undertake any other duties required by manager appropriate to the Grade and relevant to the role, being flexible to the needs of the service to support effective delivery of service and support future changes of the health records service. Governance & Quality Maintain the health records department, documentation prepping and document sorting areas ensuring confidentiality, security, integrity and availability of health records at all times. Ensure all requests for disclosure of information are directed to the Information Governance Team. Ensure all movements of case notes are appropriately and accurately tracked on PAS. Achieve a high standard of data quality when entering data into PAS or other departmental data capture processes e.g. activity logs, quality assurance logs. Receive and sort loose paper filing in preparation to be filed within case notes or scanned into the EDMS, ensuring documentation is scanned to appropriate visit ID. Maintain accurate and up to date records of work completed daily to ensure departmental KPIs and service level agreements can be monitored. Undertake quality assurance processes to ensure documentation scanned into EDMS is indexed correctly and legible ensuring any deficiencies or issues are documented and rectified in a timely manner. Champion and comply with the Records Management, Information Governance and Data Quality Policies. Review the daily report from EDMS Scanning Tracking Location, and identify the correct process needed to ensure patients records are ordered/located. Ensure compliance with manual handling including health and safety requirements to maintain sufficient space within the health records department including archiving of records and boxes to off-site storage. Follow and comply with departmental procedure documentation. When new procedures are implemented or existing documentation updated, become familiar with the changes. Education Educated to GCSE standard with 4 GCSE's at levels A-C or equivalent ECDL or evidence of IT training Desirable criteria Registration with and/or working towards records management or legislative qualification e.g. ISEB DPA, IHRIM, UKCHIP, BCS, Records Management Society etc., Experience working in a hospital or NHS environment Clerical experience and able to undertake duties including filing, photocopying, data entry, faxing and email etc Experience of working with members of the public/patients Experience of handling and using case notes/health records Previous experience of using a PAS system Previous experience or knowledge using EDMS, EPR or other document management software, Knowledge of health records processes or systems (retrieval, filing, indexing, scanning, quality assurance etc), Awareness of legislation, standards and guidelines relating to records and information management, Excellent communication skills, both verbal and non-verbal when dealing with patients, clinicians, internal and external agencies NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities. We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West. We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provides specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services. Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria. Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview. We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months' of their 18^th birthday. The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working. The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24. Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £26.50 (standard disclosure) or £54.50 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years. Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures. Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation. All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action. As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence. Please note: new entrants to the NHS will commence on the first pay point of the relevant band. #J-18808-Ljbffr