Clerical Officer – Health Records Library Full Time

An exciting opportunity has arisen for an individual to become a part of the Health Records Library team here at The Christie.

The successful candidate will receive thorough training and will develop professional skills to provide a support service to the trust’s patients.

The Christie NHS Foundation Trust, based in Withington, Manchester is one of the leading cancer centers in Europe, offering high quality diagnosis, treatment and care as well as being at the forefront of cancer research and education.

As a Health Records Library clerk, you will be trained to be a valuable member of our team, providing support such as filing and retrieving casenotes, liaising with hospices around information of patients as well as many other administrative elements. Covering of other posts such as our patient interpretation service, booking interpreters through our current provider using the online portal system, is also expected with sufficient training.

Post holder will need to be available to work 22.5 hours over three days, Tuesdays, Wednesdays and Thursdays flexibly between the hours of 08:00 and 17:00.

To be successful, you will need to show you fulfil the essential criteria on the person specification.

Main duties of the job

To provide efficient running of Access to Health Records Library/Central administration services ensuring compliance with Caldecott guidance and data protection whilst facilitating the safe, confidential and secure storage and transmission of Health Records and subject to access requests in line with Trust management policies.

To be operationally responsible for providing the administration of a patient focused service in a professional and timely manner whilst adhering to National and Trust policies/targets relating to Access to Health requests.

If you are enthusiastic, polite, friendly and have excellent communication skills with an empathetic nature alongside excellent IT/administrative skills, we would welcome your application.

Working for our organisation

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.

We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.

We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Detailed Job Description And Main Responsibilities

Communication and relationship Skills

• Meet and greet visitors into The Christie at the Oak Road reception.
• Responsible for the retrieval of outside notes and films and reports as requested.
• Monitor the Health Records email inbox from internal staff and action emails accordingly.
• Communicate with patients who maybe anxious ,angry, or upset
• Support any staff members that come to the library to retrieve notes and guide them to the correct location6. Responsible for supporting all administration staff with daily tasks particularly during peaks in workload.
• Ability to respond positively to frequent interruptions and unplanned changes during the working day
• Work as part of a team.

Analytical And Judgmental Skills

• To liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt within an efficient and confidential manner
• Prepare case notes for outpatient clinics a day in advance and track them to appropriate department.
• Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow.
• Amend and update the patient administration systems with any notified changes to patient details [ e.g., patient address, death] Regular and routine filing of the case notes in the medical records libraries which house over 150,000 items.
• Use CWP and Careflow to merge duplicate patient records.
• Input and analysis of relevant patient data on a range of systems and web portals
• To deal with requests from departments requesting the interpreter translation services /BSL Signers using the Interpreter Portal.

Planning And Organisational Skills

• General maintenance of individual case notes by filing loose reports, letters, and results into appropriate sections, and separating by sections to create new volumes as appropriate.
• Collate and disseminate all incoming and outgoing correspondence appropriately.
• To identify personal training needs and actively participate in the development of appropriate training sessions. To attend training sessions run by the core Health Records team and other appropriate courses, as required.

Physical Skills

• To be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times.
• Use the tele tracking system to arrange for porters to transport patients to appointments.
• Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately
• Maintenance of Library, ie, movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy.

Responsibility patient /client care

• Sign post and direct patients to the correct departments for their appointment.
• To contact patients by phone with regard to their appointments and to annotate case notes where necessary.

Responsibility policy and service development

• Follow all relevant policy legislation.
• Work collaboratively with colleagues to ensure policies are adhered to.

Responsibilities Human Resources

• To provide induction/support to new post holders.
• Demonstrate workplace routines to less experienced member of staff.

Freedom to Act

• Post holder is expected to follow all relevant protocols, SOP’s, and standard practice.
• Administrative manager is available as point of reference for any queries and will meet regularly with staff
• Plan and organize own time to solve problems=s and answer staff and patients enquires.
• To work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access and equal opportunities.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

Person specification

Qualifications

Essential criteria

• Secondary-level education GCSE Math’s and English at C-grade above, or equivalent

Desirable criteria

• Evidence of further development
• NVQ Level 2 or equivalent

Experience

Essential criteria

• Previous administrative and clerical experience

Desirable criteria

• Previous administrative and clerical experience in a hospital environment

Skills

Essential criteria

• Good communication skills
• Basic IT and keyboarding skills
• Ability to prioritise workload
• Ability to work as part of a team
• Willingness to provide cover across other central admin areas
• Excellent telephone manner
• Attention to detail and accuracy
• Ability to work under pressure
• Ability to use own initiative

Desirable criteria

• Knowledge of spoken languages

Knowledge

Essential Criteria

• Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.

Desirable criteria

• Basic knowledge of medical terminology