Job Description

General Duties



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.



Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.



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 locate missing case notes and to liaise with appropriate staff regarding missing case notes and take any action as required.

Ensure all medical health records, investigations results, most recent clinic letters and other relevant clinical information are available for clinic. In accordance with departmental SOP's.

Ensure outcome forms are filed in the notes for OP clinics.

Ensure that list of missing health records is complied and verified the day prior to clinic.

Ensure all health records are tracked into relevant clinic and to other departments as necessary.