Bank Admin and Clerical Clerk in Manchester

DUTIES AND RESPONSIBILITIES

• Meet and greet visitors into The Christie at the Oak Road reception and be welcoming and polite.
• Assist in assessing the patients' eligibility for NHS treatment and inform the appropriate senior member of staff in order for queries to be investigated.
• Responsible for the retrieval of outside notes, films, and reports as requested.
• Monitor the Health Records email inbox from internal staff and action emails accordingly.
• Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team.
• Work to tight deadlines, reorganising schedules in own workload in order to achieve these deadlines.
• Ability to respond positively to frequent interruptions and unplanned changes during the working day.
• Input and analysis of relevant patient data on a range of systems and web portals.
• Deal with requests for copy notes from hospices and other hospitals.
• Use multiple systems including CWP and Careflow to merge duplicate patient records.
• 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.
• Maintenance of library, i.e. movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy.
• Support the administration of case note requests, photocopy case notes prior to dispatching to other hospitals, hospice etc.
• Be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times.
• Ensure case notes are neat and tidy with no loose paperwork.
• Repair splitting untidy or large case notes.
• Sign post and direct patients to the correct departments for their appointment.
• Use the teletracking system to arrange for porters to transport patients to appointments.
• Contact patients by phone regarding their appointments and annotate case notes where necessary.
• Prepare case notes for outpatient clinics a day in advance and track them to the appropriate department.
• Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately.
• Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow.
• Collate and disseminate all incoming and outgoing correspondence appropriately.
• Support any staff members that come to the library to retrieve notes and guide them to the correct location.
• Responsible for supporting all administration staff with daily tasks particularly during peaks in workload.
• Liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt with in an efficient and confidential manner.
• 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.
• Support in the training of new members of staff within a given area as required.
• Attend team meetings with the team leader.
• Work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access, and equal opportunities.
• Identify personal training needs and actively participate in the development of appropriate training sessions.
• Attend training sessions run by the core Health Records team and other appropriate courses, as required.
• Provide cover for other clerical staff in the case of annual and sick leave.