Patient Records and Digitisation Services Assistant

Job summary

To ensure that clinical documents are prepared correctly and scanned in for clinics and admissions as well as clinical documents not processed in the our electronic patient records .

Post holders will partake on a rota to ensure we have cover 365 days per year (including public holidays & Christmas Day) as well as a Saturday rota as applicable.

Please note there are two positions available:

Post 1: 30 hours - 12 months fixed term based at Birmingham Children's Hospital

Post 2: 37.5 hours -12 months fixed termbased at Birmingham Women's Hospital

Main duties of the job

The post holders will prepare documents for clinic attendances and admissions for scanning into the patients electronic paper records so that the clinical staff can deliver a safe attendance for the patient.

Clinical documents are also required to be scanned for post appointment and admissions and any patient related documents not recorded in the electronic paper record (e.g. copies of external documents).

They will also rotate with staff in the health records library, pulling notes for clinics and admissions, pull casenotes if requested, filing of casenotes, weeding (sending notes to off site storage), dealing with telephone queries and electronic scanning requests for staff across the Trust.

About us

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.

Job responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust.

When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Person specification

QUALIFICATIONS

Essential

• NVQ level 2 in admin or equivalent relevant qualification
• Educated to GCSE or equivalent level - English & Mathematics

KNOWLEDGE & NATURE OF EXPERIENCE

Essential

• Previous experience in very busy environment.
• Ability to accurately file in strict alpha/numerical order
• Good telephone manner
• Ability to make decisions on situations/courses of action which require analysis
• Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
• Work experience in NHS administration role or equivalent environment

Desirable

• Knowledge of hospital departments
• Work in NHS admin role
• Working in a front-line role or equivalent environment

PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE

Essential

• Relevant evidence of working with EPR system or Equivalent
• Computer skills including MS package

Desirable

• NHS experience
• Training on the electronic scanning of medical Records process

OTHER REQUIREMENTS

Essential

• Demonstrate alignment with the values and beliefs of the Trust
• Demonstrate an understanding of the practices of equality and inclusion in the delivery of this role
• Team working
• Punctual and flexible across hours of work when required
• Able to lift heavy files and use a step ladder to retrieve files

PERSONAL SKILLS / ABILITIES AND ATTRIBUTES

Essential

• Ability to prioritise workload
• To be organised and flexible to changing situations
• Ability to use initiative
• Be enthusiastic and conscientious
• Demonstrate a commitment to delivering quality service
• Committed to undertaking training to fulfil the requirements of the role.

ANALYTICAL AND JUDGEMENT SKILLS

Essential

• Eye for detail and accuracy

Desirable

• Ability to work under pressure using information to Seek solutions to problems