Health Records Disclosure Assistant / Copier in Gateshead

Overview

Disclosure Section manage the release of copy health records to authorised individuals and agencies under the provisions of the General Data Protection Regulations 2018 and Access to Health Records Act 1990. We are looking for a friendly, adaptable and flexible individual to join the section. Ideally you should be a self starter with a methodical approach, good attention to detail and an ability to organise your own workload.

Main duties of the job

• To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
• Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
• To ensure the confidentiality of information contained in patient records is maintained at all times.

About us

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon Urgent Care Centre and Bensham Hospital, all within Gateshead. Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients. We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the \”golden thread\” which runs through everything we do – they are the core of who we are. Our five values can be remembered by the acronym ICORE (Innovation, Care, Openness, Respect, Engagement).

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women\’\’s Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is a high priority, and we offer a range of support and initiatives as part of our Balance programme to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Job responsibilities

Grade: Agenda for Change Band 2

Responsible to: Disclosure Officers

Accountable to: Health Records Manager/Deputy

Hours of Employment: 27

Contract Type: Permanent

Individual and Team Role

Job description

Job responsibilities

Job Title: Disclosure Assistant / Copier Clerk

Grade: Agenda for Change Band 2

Responsible to: Disclosure Officers

Accountable to: Health Records Manager/Deputy

Hours of Employment: 27

Contract Type: Permanent

Individual and Team Role

Your role is that of a generic Health Records Officer, and although you may be based in a specific section, with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties required in all areas of health records work.

This is to ensure the continuity of services provided, as it is occasionally necessary for Health Records Officers to be transferred between sections, if this is in the interests of the overall Service provided to the Trust.

In support of good quality patient/client care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide.

Working Relationships

Disclosure Section, Clinical Secretaries

All Health Records Staff, Photocopier Company

Training required

Trust and Departmental Induction, Fire Training

Manual Handling, Health & Safety

Any training courses relevant to job

Description of Duties & Responsibilities

To support the Disclosure Officers in the provision of an efficient and effective service.

To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy.

To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.

Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.

Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.

Count copies and ensure quality checks are undertaken on photocopies / re-prints produced, as both original and copies are legal documents.

Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn.

To identify patients on the Trusts Patient Administration System (PAS) by locating their hospital or any other numbers on that system.

Retrieve and return health records to correct location using the tracking system.

To ensure the confidentiality of information contained in patient records is maintained at all times.

Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust.

Liaise with Photocopier Company / IT regarding levels of stock, replacement parts and general maintenance issues.

In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality.

Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy.

All of the above will be identified to you by your Line Manager on induction to the Trust and subsequent training, you then have a personal responsibility to keep apprised of changes/updates to policy/procedures as and when advised accordingly.

N.B. This job description may need to be revised as the Hospital develops, any amendments will only be made after discussion with the post holder.

Health Records Department

Service Profile

The Health Records department provides a range of outreach clinical support services across the Trust, and the following is a list of the main areas covered by Health Records staff:

Health Records Library – Records collection, filing, retrieval, provision, retention and destruction, security and overall maintenance of patient health records.

Clinic Preparation Section – Preparation and maintenance of patient records prior to Hospital/Clinic attendance including provision of patient Identity Labels.

Accident & Emergency Reception – receiving and booking in all emergency patients following accidents and/or sudden illness.

Disclosure of Information Section – deals with disclosure to all authorised individuals or agencies under the terms of the General Data Protection Regulations 2018 and the Access to Health Records Act 90 including: Patients and/or their Representatives; Solicitors; Police, Courts, Coroners; Criminal Investigation Compensation Authority (CICA); Department of Social Security, including Benefits Agency, War Pensions etc; Other authorised NHS bodies i.e. General Medical Council.

Professional guidance/advice to clinical staff across the Trust on standards, disclosure, confidentiality, data protection, and all issues relating to patients health records including compliance with legal retention periods and national guidance on public record keeping.

Person Specification

Attention to detail. Good standard of education

• Understanding of Confidentiality

Experience, qualifications and good standard of education

• Ability to work to tight deadlines
• Keyboard Skills and knowledge of general IT packages
• Communicate effectively with people at all levels by telephone and in person
• Work without direct supervision
• Flexible approach to working
• Understanding the importance of confidentiality
• Experience of working with large filing systems
• Working under pressure

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.