Job Description

We are seeking enthusiastic people to join our Health Records Logistics team , supporting the provision of our three services. In this role you will be required to cover all 3 areas of the department.



For further queries please contact Kayleigh Elliott or Donna Tonge on 01926 495321 ext. 4143



As part of a team, to carry out manual lifting and handling and administrative duties in relation to Health Records, Storage and Logistics. To ensure best practice is maintained at all times, with support from the Team Leader and Liaison Officer. This job may be physically demanding at times.



SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.



Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.



There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.



A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.



There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.



Principle duties will be in one of the following areas within Storage, transport driving and library office:



Storage



Collect all items for storage from trust departments on request this involves lifting and handling



File into storage facility



Record location of storage items on spreadsheet



Check contents of all boxes are relevant for storage



Contact department if inappropriate items stored i.e. passed destruction dates



Retrieve paperwork or items from storage boxes on request



Investigate and find paperwork for areas that have not made a list of contents for the box they have sent to storage; use the information you have for all other boxes belonging to that area to check inside each one



Monitor destruction dates



When destruction date identified for disposal contact department storing items to confirm the date is correct and item can be disposed of



Dispose of any items that pass the destruction date securely in confidential waste



Ensure the storage facility is clean and tidy and there are no obstructions



Ensure storage facility alarm is set and doors are secure before you move away from the building



Transport



Driving and taking responsibility of the trust vehicles including:



Hold a clean driving licence



Inform manager immediately should you be given any points on your licence



Read and adhere to Workplace Transport Policy



Read and adhere to Drivers handbook



Receive full training on lifting and handling protocol



Adhere to all Trust protocol regarding usage of all vehicles, taking responsibility during usage



Have full training in use of electric cars



Deliver and collect daily from Stratford-Upon-Avon, Ellen Badger and Rehab Hospital



Collect and deliver Pharmacy drugs to other hospitals and patients prescriptions to their homes



Have full spillage training for transporting Pharmacy items



Collect and deliver Orthotics boxes to other hospitals and patients items to their homes



Collect and deliver Scanning Bureau boxes to home workers



Collect and deliver community boxes



Ad-hoc collection and deliveries to meet the trust needs

Maintaining the trust vehicles including:

Ensure electric cars are fully charged

Tyre pressure is maintained

Van petrol level is sufficient

Clean all vehicles inside and out when in your use



Be prepared to work after shift hours as driving runs may over-run



Liaise with all parties involved in transport of items



Health Record Duties



Print lists for specific forthcoming clinics and admissions



Pull Patient Healthcare Records (PHCR) for specific clinics, referrals and TCI's from file to send to Scanning Bureau (SB)



Deliver by hand PHCR to SB for priority scanning



Ensure active/temporary records are issued for selected clinics, planned admissions and emergency admissions following process in line with SB's SOP



Inform SB of any requests where PHCR are already with them waiting to be scanned



Make extensive efforts to locate the original PHCR in the records library This will include checking the batch lists, searching last known location



When PHCR are located off site, telephone the relevant hospital/ organisation and request their return



Process deceased PHCR to include calculating their destruction date, following national guidelines



Track deceased records on Lorenzo and ensure reference box number is entered in the comments



Add deceased box reference number to spreadsheet



Merge complex duplicate registrations, contact GP's if required

Process sensitive adoption information including:

Remove old details and NHS number

Endeavour to find new details for patient

Merge when confirmed same patient



Input and extract data from Lorenzo and NHS Strategic Tracing Service



Locate and physically amalgamate the PHCR where appropriate or forward any documentation to the SB if one record has already been scanned



Pre-register and deliver new folders for unknown babies born at Warwick Hospital prior to birth ensuring Delivery Suite have sufficient stock each week



Run Pregnancy Estimated Delivery Date (EDD) report 2-3 times prior to month of delivery with the first run at least 3 months ahead. Any notes in file for upcoming deliveries are sent to SB



Create active folder for all EDD pregnancies



Register new patients to the Trust ensuring beyond reasonable doubt they do not already have a UR number allocated by checking previous surnames, DOB and different spellings etc.



Amend demographic details on Lorenzo (including deaths) as notified by patient letter, telephone call, GP, etc.



Pre-register and deliver new folders for A&E Unknown patients



Any A&E Unknown patients registered using the pre-registered PID's, locate folder issued and try to find details of the patient, update Lorenzo, merge with current PID if already registered



Monitor A&E Unknown patient folders and issue new ones keeping limit at 50 available



Pre-register Major Incidents patients using the phonetic alphabet spreadsheet so as not to duplicate names



Prepare new folders for Major Incidents patients inserting all relevant and up to date paperwork



Track and file Future Appointment Shelf active records into library



Participate in all audit requests



Order from off-site storage company the return of the original PHCR



Any loose paperwork post 2014 sent to SB



Pre 2014 historical paperwork check notes location. If paper records still in library, then file. If record is already scanned send to SB



Check Health Records email daily and process requests



Answer telephone queries



Open and distribute incoming post Redirect patient's private mail as necessary to wards, other hospitals or to patient's home address making sure to avoid distress to relatives if patient is deceased



Log and return other hospitals PHCR



Frequent lifting of heavy boxes and movement of cages obtaining PHCR is required



Remove confidential waste ensuring in appropriate bags and dispose of accordingly



Ensure work area cleaned daily



All Other Duties



Maintain patient confidentiality at all times



Track PHCR using the computerised system to the correct location



Liaise with security when visiting remote areas. Use and return keys to office



Ensure storage library alarm is set and building is secure before you leave



To perform general administrative duties in order to maintain the effective working of the Health Records Department



Exposure to sensitive/distressing case note contents



Exposure to dust from storage of historic records



Perform basic maintenance of printer and bar code machine



Reporting of IT, maintenance and supply problems



Report all incidents



Photocopying



Frequently use a VDU (50+% of daily hours worked)