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Electronic Patients Records Officer

West Suffolk NHS Foundation Trust

Information:

This job is now closed

Job summary

An opportunity has arisen within the Women's and Children's Clinical Support Services Division, for an ERS Scanning Administrator, Band 2 - Usual hours of work are 08:30-16:30. The postholder will be a part of team working on the digitalisation of patient's medical records, ensuring targets, priorities and accuracy of all data processed onto the Electronic patient records system Evolve. The post holder will use multiple data sources and systems to upload electronic patient records onto Evolve or onto a shared drive in a PDF format. The post holder will require:

Excellent IT skills

Great Team Working abilities

Communication skills

A target driven mentality

Main duties of the job

Main duties of the job

Patient record tracking using HIMS tracking system

Indexing notes to generate a coversheet from the Electronic records system Evolve

Preparation of patient records using multiple dividers

Scanner operation and maintenance

Quality assurance process

Patient record destruction

Meeting daily targets

About us

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year Per annum pro rata

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

179-23-5117-C

Job locations

West Suffolk NHS Foundation Trust

Hardwick Lane

Bury St Edmunds

IP33 2QZ

Job description

Job responsibilities

The overall objectives are to transfer Patient records from Paper to an Electronic version, ensuring targets, priorities and accuracy of all data processed onto Evolve and SystmOne is achieved. The post holder will use multiple data sources and systems to upload electronic patient records onto Evolve or onto a shared drive in a PDF format. To support the Trust with the reduction of paper in order to achieve HIMSS 6 and higher.

To process documentation for Human Resources, Finance, Pharmacy and Pathology by scanning onto shared drives in PDF format. To provide cover across other departments including Health Records, Discharge Waiting Lounge, General Wards and Clinical Coding.

To have extensive knowledge of the following systems;

Evolve

e-Care - PM Office, Powerchart, HIM Tracking, Appointment Book

Summary Care Record (Clinical Spine)

Teleform Scan Station, Verifier and Designer

Meridio

Digital uploads via NHS Mail

Fujitsu Scanners for document imaging

Photocopier

Job responsibilities:

The post holder will require excellent knowledge of medical terminology when making decisions, from the documentation received i.e. whether a patient has had a surgical procedure or the need to investigate further through Powerchart on e-Care to see whether the patient is on a waiting list. Scanning documentation such as a signed consent form ahead of surgery could delay the upcoming procedure as consent will need to be obtained twice.

The post holder will have frequent exposure to sensitive information and imagery, clinical photography, post mortem reports and deceased records, which can be upsetting and/or stressful working in a busy target based environment with a requirement to prioritise workload according to service demands.

Key Tasks & Responsibilities:

Communication:

To pro-actively promote among clinicians, health care workers and any other associated outside agency, awareness of the ERS Scanning role and its uses within the Trust in order to raise the stature as the essence of professionalism

Facilitate improved communication within the department and other departments

Demonstrate professionalism when dealing with telephone enquiries whilst adhering to the rules under the General Data Protection Regulations

Attend discussions, meetings, and functions that have a direct bearing on the patient record and act accordingly ensuring that vital information is shared amongst the department and escalated if required

Assist Trust staff with accessibility to the Evolve system, fault finding and escalating issues through to IT Support when required

Analytical and judgemental:

To assist the Trust with compliance with an audit programme for Clinical Governance

To assist the Supervisory team in collecting, recording and analysing data of Blood Prescription Charts for data correctness on Evolve, ensuring that quality meets targets and expected levels

Planning and organisational Skills:

To assist the Manager in maintaining departmental performance with regard to quality and quantity by upholding agreed standards

To monitor own performance against previously agreed objectives as identified in the appraisal process, actively improve own knowledge and the experience levels required to achieve and maintain agreed objectives

To be able to prioritise workload according to demand, to ensure the targets are maintained and deadlines achieved

To organise and triage the incoming and outgoing post for the department

To track records to and from each location as they are moved, to ensure the availability of notes for appointments, day case and inpatient procedures and emergencies

To assist the Supervisory team, identify documentation which requires a variation in location on Evolve, working to find solutions to enable Trust staff to easily locate documents

Governance:

To adhere to current Scanning policies and procedures and conform to National Standards, including Information Governance, as established by the Health Records and Outpatient Manager

To work within an overall framework of Clinical Governance

Participate in the implementation and undertaking of all relevant Trust policies such as Risk Assessment and Incident Reporting Management

Develop a professional and analytical approach to the Health Records department and to the further development and enhancement of an evidenced-based and patient focused Health Records service

To continually build knowledge on the GDPR Data Protection Act and the Access to Health Records Policy

To continually build knowledge of the Records Retention Schedule

To uphold highest levels of efficiency relating to the correct usage of the e-Care and any other data storage system required to maintain standards

To support the Trust in complying with National Standards, for example Information Governance

Leadership and management:

To ensure the highest standards for patient care in regard to the individual patient record by; allocation of speciality, date and patient according to the Health Records Policy and Standard Operating Processes

To work within Trust and legal guidelines, for example Health and Safety, Manual Handling and Data Protection

To correct errors within the electronic documentation patient record, by having up to date knowledge of the Records Retention Schedule for the destruction of records according to the Department Standard Operating Processes and Health Records Policy

Demonstrate understanding of your own work area and continually improve professional, technical skills and knowledge

To have extensive knowledge to provide an efficient, polite and professional service to all users at all times

Information Resources:

To register new patients on e-Care following set procedures, to be responsible for checking the Summary Care Record (Clinical Spine) via smartcard for each new registration

To add Alerts for Lasting Power of Attorney onto e-Care

To index records according to patient demographics, speciality and date

To prepare documentation received with accuracy and knowledge of where each document should be displayed on Evolve i.e. Pathology, Radiology, Safeguarding, Patient Alerts, DNR, Lasting Power of Attorney, Neonatal, Blood Prescription, each Speciality will have complex rules regarding if the patient is an outpatient or in-patient. There are hundreds of different documents in circulation across the trust, which have to be separated into a choice of 50 different categories, so accuracy is essential.

To quality assurance check records on Evolve to ensure accuracy within agreed targets and timescales, correcting, speciality, date, divider and patient MRN on Meridio for records which have been incorrectly indexed to ensure data correctness on Evolve

To assist the Supervisory team with the Verifier correcting batches and verifying that batches can pass through extraction QC, to have awareness of batches which go to the Error Log and escalate system errors

To be knowledgeable in the SystmOne programme, to prepare Lloyd George records in accordance with the protocol and note summarising processes as set out by Suffolk Primary Care to access Meridio to correct and delete records which have been scanned incorrectly

To upload a document electronically to Evolve via NHS mail, processing on the day of receipt. Any errors will be to be reported back to the referrer/external agency with a request for further information

Completion of fast-track scanning for Maternity ward discharges, ENT test results and Rapid Access Referrals processing within 4 hours from receipt

To destroy documentation once the electronic record has been checked for accuracy, having knowledge of the records retention rules and when to retain records for Audit purposes

A good level of organisation and time keeping is essential for all processes as the post holder will be required to use initiative in the prioritisation of different tasks in keeping with departmental targets and deadlines.

To ensure that correct procedures are adhered to relating to telephone calls into department and take appropriate action as necessary

Research & Development:

To assist the Trust with compliance with an audit programme for Clinical Governance

To assist the Supervisory team in collecting, recording and analysing data of Blood Prescription Charts for data correctness on Evolve, ensuring that quality meets targets and expected levels

Job description

Job responsibilities

The overall objectives are to transfer Patient records from Paper to an Electronic version, ensuring targets, priorities and accuracy of all data processed onto Evolve and SystmOne is achieved. The post holder will use multiple data sources and systems to upload electronic patient records onto Evolve or onto a shared drive in a PDF format. To support the Trust with the reduction of paper in order to achieve HIMSS 6 and higher.

To process documentation for Human Resources, Finance, Pharmacy and Pathology by scanning onto shared drives in PDF format. To provide cover across other departments including Health Records, Discharge Waiting Lounge, General Wards and Clinical Coding.

To have extensive knowledge of the following systems;

Evolve

e-Care - PM Office, Powerchart, HIM Tracking, Appointment Book

Summary Care Record (Clinical Spine)

Teleform Scan Station, Verifier and Designer

Meridio

Digital uploads via NHS Mail

Fujitsu Scanners for document imaging

Photocopier

Job responsibilities:

The post holder will require excellent knowledge of medical terminology when making decisions, from the documentation received i.e. whether a patient has had a surgical procedure or the need to investigate further through Powerchart on e-Care to see whether the patient is on a waiting list. Scanning documentation such as a signed consent form ahead of surgery could delay the upcoming procedure as consent will need to be obtained twice.

The post holder will have frequent exposure to sensitive information and imagery, clinical photography, post mortem reports and deceased records, which can be upsetting and/or stressful working in a busy target based environment with a requirement to prioritise workload according to service demands.

Key Tasks & Responsibilities:

Communication:

To pro-actively promote among clinicians, health care workers and any other associated outside agency, awareness of the ERS Scanning role and its uses within the Trust in order to raise the stature as the essence of professionalism

Facilitate improved communication within the department and other departments

Demonstrate professionalism when dealing with telephone enquiries whilst adhering to the rules under the General Data Protection Regulations

Attend discussions, meetings, and functions that have a direct bearing on the patient record and act accordingly ensuring that vital information is shared amongst the department and escalated if required

Assist Trust staff with accessibility to the Evolve system, fault finding and escalating issues through to IT Support when required

Analytical and judgemental:

To assist the Trust with compliance with an audit programme for Clinical Governance

To assist the Supervisory team in collecting, recording and analysing data of Blood Prescription Charts for data correctness on Evolve, ensuring that quality meets targets and expected levels

Planning and organisational Skills:

To assist the Manager in maintaining departmental performance with regard to quality and quantity by upholding agreed standards

To monitor own performance against previously agreed objectives as identified in the appraisal process, actively improve own knowledge and the experience levels required to achieve and maintain agreed objectives

To be able to prioritise workload according to demand, to ensure the targets are maintained and deadlines achieved

To organise and triage the incoming and outgoing post for the department

To track records to and from each location as they are moved, to ensure the availability of notes for appointments, day case and inpatient procedures and emergencies

To assist the Supervisory team, identify documentation which requires a variation in location on Evolve, working to find solutions to enable Trust staff to easily locate documents

Governance:

To adhere to current Scanning policies and procedures and conform to National Standards, including Information Governance, as established by the Health Records and Outpatient Manager

To work within an overall framework of Clinical Governance

Participate in the implementation and undertaking of all relevant Trust policies such as Risk Assessment and Incident Reporting Management

Develop a professional and analytical approach to the Health Records department and to the further development and enhancement of an evidenced-based and patient focused Health Records service

To continually build knowledge on the GDPR Data Protection Act and the Access to Health Records Policy

To continually build knowledge of the Records Retention Schedule

To uphold highest levels of efficiency relating to the correct usage of the e-Care and any other data storage system required to maintain standards

To support the Trust in complying with National Standards, for example Information Governance

Leadership and management:

To ensure the highest standards for patient care in regard to the individual patient record by; allocation of speciality, date and patient according to the Health Records Policy and Standard Operating Processes

To work within Trust and legal guidelines, for example Health and Safety, Manual Handling and Data Protection

To correct errors within the electronic documentation patient record, by having up to date knowledge of the Records Retention Schedule for the destruction of records according to the Department Standard Operating Processes and Health Records Policy

Demonstrate understanding of your own work area and continually improve professional, technical skills and knowledge

To have extensive knowledge to provide an efficient, polite and professional service to all users at all times

Information Resources:

To register new patients on e-Care following set procedures, to be responsible for checking the Summary Care Record (Clinical Spine) via smartcard for each new registration

To add Alerts for Lasting Power of Attorney onto e-Care

To index records according to patient demographics, speciality and date

To prepare documentation received with accuracy and knowledge of where each document should be displayed on Evolve i.e. Pathology, Radiology, Safeguarding, Patient Alerts, DNR, Lasting Power of Attorney, Neonatal, Blood Prescription, each Speciality will have complex rules regarding if the patient is an outpatient or in-patient. There are hundreds of different documents in circulation across the trust, which have to be separated into a choice of 50 different categories, so accuracy is essential.

To quality assurance check records on Evolve to ensure accuracy within agreed targets and timescales, correcting, speciality, date, divider and patient MRN on Meridio for records which have been incorrectly indexed to ensure data correctness on Evolve

To assist the Supervisory team with the Verifier correcting batches and verifying that batches can pass through extraction QC, to have awareness of batches which go to the Error Log and escalate system errors

To be knowledgeable in the SystmOne programme, to prepare Lloyd George records in accordance with the protocol and note summarising processes as set out by Suffolk Primary Care to access Meridio to correct and delete records which have been scanned incorrectly

To upload a document electronically to Evolve via NHS mail, processing on the day of receipt. Any errors will be to be reported back to the referrer/external agency with a request for further information

Completion of fast-track scanning for Maternity ward discharges, ENT test results and Rapid Access Referrals processing within 4 hours from receipt

To destroy documentation once the electronic record has been checked for accuracy, having knowledge of the records retention rules and when to retain records for Audit purposes

A good level of organisation and time keeping is essential for all processes as the post holder will be required to use initiative in the prioritisation of different tasks in keeping with departmental targets and deadlines.

To ensure that correct procedures are adhered to relating to telephone calls into department and take appropriate action as necessary

Research & Development:

To assist the Trust with compliance with an audit programme for Clinical Governance

To assist the Supervisory team in collecting, recording and analysing data of Blood Prescription Charts for data correctness on Evolve, ensuring that quality meets targets and expected levels

Person Specification

Education and qualifications

Essential

oMaths and English to GCSE A-C or equivalent

oMedical terminology to understand what abbreviated terms mean in relation to the patient record

Desirable

oECDL or equivalent

Experience and knowledge

Essential

Experience of working within a Scanning Bureau in an administration role

Desirable

oNHS experience

oClerical experience

Skills and abilities

Essential

oExcellent IT skills

oAbility to work calmly in a busy environment

oAn ability to use initiative in the prioritisation of workload

oAbility to make accurate and informed decisions under time pressure

oAbility to concentrate for long periods

oBe able to work to strict targets

oTo be able to work with distressing and sensitive information, including clinical photography and post mortems

Desirable

oInterpersonal skills

oTime management skills

oAbility to analyse

Personal qualities

Essential

oDecisive and collaborative team member

oSelf-motivated

oFlexible approach to working hours and duties

Polite and efficient

Person Specification

Education and qualifications

Essential

oMaths and English to GCSE A-C or equivalent

oMedical terminology to understand what abbreviated terms mean in relation to the patient record

Desirable

oECDL or equivalent

Experience and knowledge

Essential

Experience of working within a Scanning Bureau in an administration role

Desirable

oNHS experience

oClerical experience

Skills and abilities

Essential

oExcellent IT skills

oAbility to work calmly in a busy environment

oAn ability to use initiative in the prioritisation of workload

oAbility to make accurate and informed decisions under time pressure

oAbility to concentrate for long periods

oBe able to work to strict targets

oTo be able to work with distressing and sensitive information, including clinical photography and post mortems

Desirable

oInterpersonal skills

oTime management skills

oAbility to analyse

Personal qualities

Essential

oDecisive and collaborative team member

oSelf-motivated

oFlexible approach to working hours and duties

Polite and efficient

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.

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

West Suffolk NHS Foundation Trust

Address

West Suffolk NHS Foundation Trust

Hardwick Lane

Bury St Edmunds

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)

Employer details

Employer name

West Suffolk NHS Foundation Trust

Address

West Suffolk NHS Foundation Trust

Hardwick Lane

Bury St Edmunds

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)