Medical Records Team Lead

Spire Hull and East Riding Hospital are looking to bring on a Medical Records Team Leader to join their established team and to act as Team Leader in the Medical Records department in order to contribute to the customer services processes by maintaining an efficient medical records system whereby all patient paper records are filed accurately and stored securely.

Duties and responsibilities

• To ensure that all medical records are collated correctly and filed accurately and available for use as needed within the hospital environment.
• To comply with any requests for the retrieval and delivery of records – including medico-legal requests e.g. informing HOCS, Clinical Governance, consultant, as applicable, invoicing legal firms, photocopying patient case notes etc.
• To maintain an effective tracking system for medical records.
• To oversee timely preparation of all records and paperwork related to an out-patient clinic/inpatient/day-case admissions ensuring that files are securely prepared and checked pre-issue.
• To comply with all hospital policies.
• To attend all mandatory training courses and others where required.
• To carry out any other appropriate duties e.g. audits etc. that may be requested by line management/governance according to required timescales.
• To assist with requests for information from organisations outside the hospital in accordance with the Data Protection Act guidelines.
• To assist in the ordering of medical records from off site using web based ordering system and to supervise archiving of patient records in accordance with legislation.
• Maintain on-site records in order to ensure availability for agreed timescales dependent upon patient type.
• Co-ordinate month end record archiving to NDC ensuring all are traceable within the electronic system (bar-coding for transfer to NDC).
• Assist with patient requests for notes.
• Informs line manager and records adverse events /near misses onto the electronic reporting system (Datix) within 48 hours of the event.
• Able to balance a hands on working approach in the department with tending to leadership duties.
• Responsible for rotas and shift cover ensuring that holidays are allocated fairly whilst enabling the department to continue to run smoothly and efficiently.
• Manage merging of duplicate patient numbers on SAP and patient records in-line with hospital process.
• Day to day management of the Medical Records team, including conducting regular 1-2-1 meetings with team members as well as holding monthly team meetings.
• Set objectives for Medical Records team members as a part of their development as well as conducting mid-year and end-year reviews.
• Handle all complaints in accordance with SPIRE complaints policy.
• Responsible for the recruitment, selection and training of new team members.

Who we’re looking for

• Proven experience within an administrative and/or customer service environment.
• An accurate approach when working to strict deadlines and a confidence when delivering information to key personnel.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office, particularly Word, Outlook and Excel.
• Enthusiastic, self-motivated, able to prioritise and work accurately under pressure with sound numerical and analytical ability and attention to detail.
• Ability to work independently and as part of a team with a desire to provide excellent customer service.
• Good organisational skills and time management.
• Knowledge of Spire Healthcare systems would be beneficial.

Benefits

• 35 days annual leave inclusive of bank holidays.
• Employer and employee contributory pension with flexible retirement options.
• ‘Spire for you’ reward platform - discount and cashback for over 1000 retailers.
• Free Bupa wellness screening.
• Private medical insurance.
• Life assurance.

We commit to our employee’s well-being through work life balance, on-going development, support and reward. Spire Healthcare is a leading independent hospital group in the United Kingdom and the largest in terms of revenue. From 39 hospitals and 8 clinics across England, Wales and Scotland, Spire Healthcare provides diagnostics, inpatient, day case and outpatient care. For us, it’s more than just treating patients; it’s about looking after people.

Closing date: In order to streamline our recruitment process, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.