Job Description

• The post holder will work towards becoming responsible for the efficient and accurate preparation of health records for clinics using the Prepping Application and Reporting tools, with strict adherence to and compliance with the Referral to Treatment Access Policy and Administrative Procedure Notes
• To provide and maintain an efficient and high standard Health Records Service throughout the Trust.
• To maintain the Main Store and Archive area ensuring the integrity and security of all health records

Main duties of the job

• To meet both NHS and Apprenticeship standards to learn the roles within Health Records.
• Support the Centralised Prepping team to get health records to any clinical appointment on time with all the relevant information.
• Assist the Health Records Support Team to ensure that patient information is kept up to date and health records are maintained to NHS standards.
• Work alongside Health Records Assistants with the receiving and dispatching of all live notes being used throughout the South West.
• Learn how to review health records retention periods and assess the suitability for destruction.

About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Details
Date posted
02 June 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
xc2xa314,762.96 a year per annum
Contract
Apprenticeship
Duration
15 months
Working pattern
Full-time
Reference number
216-DH-A7179869
Job locations
Windsor House
Tavistock Road
Plymouth
PL6 5UF
Job description
Job responsibilities
To be trained to:
Main Office/Pre-file area

• To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
• Prioritising workloads and all other Central Record Requests.
• Efficiently manging the urgent line with a professional approach.

Archive area

• To provide support for the filing and culling of REI records and Deceased records.
• To understand the retention and destruction process for all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trusts policies and procedures.
• To learn to identify and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.

Prepping
Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.
Responsible for identifying, requesting, collecting and tracing all health records for their individually allocated clinics daily in an efficient and timely manner, ensuring all records required for clinics are prepared to the specification of each Specialty.
Use the Information Technology associated with the role, in particular the iPM System, Prepping Application and Spreadsheets, to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales
Ensure that any variances to the scheduled clinics/missing health records are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.
For further details please see attached JD&PS.
***Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.*** Job description
Job responsibilities
To be trained to:
Main Office/Pre-file area

• To provide support for the pulling and filing of Health Records within the Central Records Library for all clinical activity.
• Prioritising workloads and all other Central Record Requests.
• Efficiently manging the urgent line with a professional approach.

Archive area

• To provide support for the filing and culling of REI records and Deceased records.
• To understand the retention and destruction process for all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and following the Trusts policies and procedures.
• To learn to identify and highlight any storage capacity issues and identify any bottlenecks within the store for yearly Deceased notes.

Prepping
Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.
Responsible for identifying, requesting, collecting and tracing all health records for their individually allocated clinics daily in an efficient and timely manner, ensuring all records required for clinics are prepared to the specification of each Specialty.
Use the Information Technology associated with the role, in particular the iPM System, Prepping Application and Spreadsheets, to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales
Ensure that any variances to the scheduled clinics/missing health records are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.
For further details please see attached JD&PS.
***Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Person Specification
QUALIFICATIONS
Essential

• oNumeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent

KNOWLEDGE & EXPERIENCE
Essential

• oDemonstrable experience working with PC's and Microsoft applications
• oDemonstrable experience of managing own workload and working to strict deadlines

APTITUDE & ABILITIES
Essential

• oManual handling, to safely carry, move, lift health records/case notes, load and unload blue boxes containing case notes and collect case notes from around the Hospital
• oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
• oFollow strict working practices
• oRemain calm within a busy environment
• oGood organisational skills/prioritise workload

Person Specification
QUALIFICATIONS
Essential

• oNumeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent

KNOWLEDGE & EXPERIENCE
Essential

• oDemonstrable experience working with PC's and Microsoft applications
• oDemonstrable experience of managing own workload and working to strict deadlines

APTITUDE & ABILITIES
Essential

• oManual handling, to safely carry, move, lift health records/case notes, load and unload blue boxes containing case notes and collect case notes from around the Hospital
• oMaintain confidentiality in accordance with the Data Protection Act and Trust requirements
• oFollow strict working practices
• oRemain calm within a busy environment
• oGood organisational skills/prioritise workload

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