Clinic Preparation Clerk, Band 2

The main duties of the post include the preparation of paper patient health records for forthcoming outpatient attendances. This includes coordinating the records return from other departments to ensure that they are available to support clinical care. The use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to clinics and responding to urgent requests for records held within the department.
The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.
The Clinic Prep team's routine hours are 08:30 to 16:30, Monday to Friday, with the possibility of occasionally being required to cover weekends should the need arise.

Working for our organisation
Health Records is in the Corporate Division and is part of the IM&T team. As a Trust, we are on a digital transformation journey and have procured an EPR that we will evolve to become the one place clinicians access all of
the information they need about patients to make timely and evidence-based decisions.
Currently a large proportion of a patient's record is still held in the patient's paper record managed by the health records team.
The department has a Health Records Library and Clinic Preparation team on each of our sites at CGH and GRH.
The team has a strong emphasis on supporting patient care. Providing information to clinicians where and when needed., Prepare health record files for patient attendances in accordance with procedure for clinic preparation. Ensure clinic staff are aware of late arriving health record files and the status of health records for late additions to the clinic, obtaining copy documents as required in order to facilitate the smooth running of the clinic.
- From printed and electronic clinic request lists, using the Case note tracking function of TrakCare to identify location of all health records. Work / liaise with Health Records Clerks to retrieve health record files from Library. Monitor requests for all off-site health records and those in use in other departments, allowing time for transportation and delivery.
- Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to clinics.
- Maintain health records in good order, including producing MRN
- Barcode labels for new records, for old records and those generated in other areas without a bar code, add current year sticker to records for all outpatient episodes.
- Repair or replace case note folders which require maintenance when required.
- Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.
- Split records into volumes, when they have become too large, following trust procedure.
- Dispose of patient identifiable documents in a confidential manner in order to comply with UK GDPR and the Data Protection Act 2018.
- Using the case note tracking function of TrakCare to ensure all records are correctly traced enabling the current location of the record to be available to all health records users within the Health Community.
- Undertake any other clerical duties as required, including collecting from and delivering records to departments across the hospital site, photocopying, sending and receiving emails to and from other departments and hospitals to support patient care in accordance with the Health Records Operational Policy, maintaining stationary requirements and dealing with telephone queries to ensure the smooth running of the department.
- Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, UK GDPR, Data Protection Act 2018, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.

An exciting opportunity has arisen to join our friendly team of Health Records Clinic Prep Clerks within Cheltenham general Hospital.
We are looking for a motivated team player who wants to make a difference in support of patient care.
You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and prepared within required times. This is a physical job where you will be handling patient's health records as well as updating their location on the dedicated records tracking system.
You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment.
The successful candidate will be motivated to positively impact on patient care by ensuring records are available when and where they are required.

Band 2
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.