Health Records Officer

Job overview

Are you passionate about delivering high-quality patient centred care in a well-equipped and established hospital. An exciting opportunity has arisen in the Health Records Office, for a Health Records Officer on a part-time basis working 14 to 16 hours per week, Tuesdays and Thursdays (Times TBC).

Tetbury Hospital is rated good by the Care Quality Commission and comprises of a well-equipped theatre and purpose-built procedure room, outpatient department, minor injuries and illness unit and X-ray department. You will be delivering exemplary administration support across the Department, working with compassionate teams who are committed to our vision. Always striving to deliver clinical excellence and outstanding patient care.

Job description

The post holder will be responsible for maintaining and managing paper health records. Ensuring accurate documentation through the recording and tracking of records on a database, scanning onto the current patient administration system platform when required. Developing efficient processes in alignment with the current patient administration system implementation, including the recording/management of notes stored offsite.

This position requires effective communication skills as you will be liaising with Health Record Administrators, DSU Administrators, Medical Secretaries & Senior staff when required.

Job responsibilities

Maintain Paper Health Records:

Organise and manage physical health records with accuracy.

Ensure confidentiality and compliance with privacy regulations in handling paper health records.

Scanning of Patient Records onto Patient Administration System (PAS):

Perform scanning of patient records onto the PAS platform when required.

Verify and cross-check scanned records for accuracy.

Recording and Keeping Track of Records on a Database:

Input and maintain accurate data on the designated database.

Regularly update and review database entries to ensure completeness and correctness.

Develop Processes in Line with the current Patient administration system Implementation (PAS):

Collaborate with relevant stakeholders to establish and optimise processes aligned with current PAS system.

Identify areas for improvement and implement changes to enhance efficiency.

Liaising with Health Record Administrators, DSU Administrators & Medical Secretaries:

Foster effective communication and collaboration with Health Record Administrators, DSU Administrators, Medical secretaries.

Address queries and provide support in the integration of health records systems.

Collating Notes for Clinics and Surgery:

Collect and organise patient notes for clinics and surgery, ensuring accessibility for healthcare professionals.

Collaborate with clinical staff to meet specific documentation needs.

General Administration Duties:

Assist in general administration tasks as required.

Maintain a well-organised and efficient work environment.

Please refer to the attached job description for comprehensive information regarding the responsibilities, qualifications, and expectations associated with the position.

About the organisation

Tetbury Hospital is an independent healthcare provider in the heart of the Cotswolds providing an established day surgery service to patients who choose to have their NHS surgery.

The hospital is highly regarded by our visiting consulting body who provide a wide range of specialities including ophthalmic, general and gynaecological surgery.

The primary focus of the hospital is the NHS services we provide across our outpatients, day surgery and minor injury and illness unit. In addition to our NHS funded services, we offer private health care to insured or self-pay patients.

Tetbury Hospital Is a respected partner in the Gloucestershire health and care system and valued by staff and patients for the high quality, personalised care that we are proud to offer.

Tetbury Hospital Trust is ambitious about the future and is committed to investing in our workforce to ensure they have the resources and tools they need to deliver high-quality services.

Tetbury Hospital Trust provides high-quality, safe services on behalf of the NHS and for private patients.

We are proud of our hardworking and committed people that work together to put patient care at the heart of everything they do.

As an organisation, we pledge to listen, collaborate, and value the role that all our people play in achieving our vision to always deliver exceptional patient care.

If you are as passionate about patient care as we are, we would love to hear from you.

Person specification

Communication Skills

Essential

• Articulate with the ability to communicate in English.
• Projects a positive and professional image.

Qualifications

Essential

• Good basic education (English and Maths).
• Keyboard / Computer literate.

Desirable

• Knowledge of PAS, Excel,Word, Choose and Book, MSS.

Experience

Essential

• Effective communicator.
• Confident at dealing with members of the public.
• Experience of providing high standards of service.
• Problem solving.
• Experience of working in a pressurised environment.
• Able to work as part of a team.
• Ability to manage own work.
• Ability to manage time effectively.
• Ability to prioritise.
• Tact and diplomacy.
• Empathy with patients.
• Ability to be professionally assertive when required.
• Ability to learn.
• Understanding of confidentiality and data protection act.

Desirable

• Ability to problem solve.
• Motivated, accurate with the ability to multi-task.
• Experience of handling sensitive information.

Supporting documents

• Job Description (PDF, 103 KB)