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Job summary

Main area
Administrative Services
Grade
NHS AfC: Band 2
Contract
Permanent
Hours
  • Part time
  • Job share
37.5 hours per week (0.6WTE and 0.4WTE post)
Job ref
412-S&C-7245798
Employer
Mid Cheshire Hospitals NHS Foundation Trust
Employer type
NHS
Site
Victoria Infirmary Northwich
Town
Northwich
Salary
£24,465 Pro Rata
Salary period
Yearly
Closing
04/09/2025 23:59

Employer heading

Mid Cheshire Hospitals NHS Foundation Trust logo

Medical Records Administration/Clerical Officer

NHS AfC: Band 2

Job overview

To provide a high quality, efficient and effective centralised administrative function on behalf of the Trust. Administration support is provided by the team from the receipt of referral to appointment with the clinical teams.

A key requirement of the role is to manage data/information, facilitating a smooth patient flow and enabling the clinical teams to deliver direct patient care. Data/information may be required in hard copy or electronic format and must be available at the right time, place and adhering to agreed standards.

A clerical officer will be asked to work flexibly at the Surgical Centre, dependent upon workloads. The post holder will be expected to organisation their own workload in order to maintain an efficient and professional service, triggering escalation when necessary

Main duties of the job

Health Records management: retrieval, preparation and filing patient information/data

Maintain health records following clinical review, updating patient information/data in accordance to agreed quality standard, locating and retrieving supplementary documentation as required. Filing diagnostic reports and essential documents in the chronological order within the health record.

Maintain the case note tracking system, ensuring that individual health records can be located in a timely manner. Promptly raising issues with functionality, reporting difficulties and hold-ups and support the identification of potential solutions.

Working for our organisation

Mid Cheshire Hospitals NHS Foundation Trust provides comprehensive hospital and community services for East Cheshire (population 399K) and West Cheshire and Chester (population 357K). Our services include planned and unplanned/emergency care, cardiac and critical care, child health, maternity, and intermediate care across Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford.

Through our community arm, Central Cheshire Integrated Care Partnership, we deliver extensive services in 26 medical centres and schools in collaboration with Cheshire and Wirral Partnership NHS FT and the South Cheshire and Vale Royal GP Alliance. With 500 beds and around 5,500 staff, we are one of the area’s largest employers.

Since the formation of Integrated Care Systems in July 2022, the Trust has become a key partner in Cheshire East & Cheshire West and Chester and in two provider collaboratives, aligning our strategic goals with the Cheshire & Merseyside Integrated Care System.

As part of the national New Hospital Programme, we’re reimagining Leighton Hospital to create a new health and care neighbourhood, transforming healthcare delivery for a Healthier Future. Learn more on our Healthier Futures website.

At Mid Cheshire, our mission is to inspire hope and provide unparalleled care for the people and communities of Cheshire, helping them to enjoy life to the fullest.

 

Detailed job description and main responsibilities

JOB PURPOSE

To provide a high quality, efficient and effective centralised administrative function on behalf of the Trust. Administration support is provided by the team from the receipt of referral to appointment with the clinical teams.

A key requirement of the role is to manage data/information, facilitating a smooth patient flow and enabling the clinical teams to deliver direct patient care. Data/information may be required in hard copy or electronic format and must be available at the right time, place and adhering to agreed standards.

A clerical officer will be asked to work flexibly at the Surgical Centre, dependent upon workloads. The post holder will be expected to organisation their own workload in order to maintain an efficient and professional service, triggering escalation when necessary.

SERVICE DELIVERY

1. Provide a comprehensive administrative service on behalf of the Trust, undertaking all relevant work-related tasks including:

a. Referral management: creating referrals, waiting list entries and maintaining patient demographics and data quality on the patient administration system

b. Appointment management: booking appointments, arranging transport

c. Health Records management: retrieval, preparation and filing patient information/data

d. General administration: printing correspondence, photocopying, faxing or e-mailing reports/letters according to the requirements of the service.

2. Maintain systems and processes, adhering to standard operating procedures, facilitating accurate, timely access to patient information/data within the health records either via hard copy or electronic format complying with quality standards and information governance procedures.

3. Pro-actively manage the data quality within the patient administration system, thus ensuring that patient demographic information is accurate, outpatient attendances are confirmed, and outcomes are recorded via the Referral to Treatment (RTT) pathways. Supporting the Trust to achieve local and national targets and generate income.

4. Maintain health records following clinical review, updating patient information/data in accordance to agreed quality standard, locating and retrieving supplementary documentation as required. Filing diagnostic reports and essential documents in the chronological order within the health record.

5. Maintain the case note tracking system, ensuring that individual health records can be located in a timely manner. Promptly raising issues with functionality, reporting difficulties and hold-ups and support the identification of potential solutions.

6. Access all appropriate systems to obtain correspondence, clinic management and retrieve results, as and when required.

7. Maintain constructive relationships with others, within and across Trust and with external stakeholder’s e.g. General Practitioner surgeries, to improve the effectiveness and efficiency of services to patients.

GOVERNANCE

8. Establish and maintain effective communication, and confidentiality of information.

9. Assist with the monitoring of standards, e.g. benchmarking, audit, and assist with the implementation of action plans to improve quality of services.

10. Assist with the implementation of action plans, arising from risk reports/complaints.

11. Ensure compliance with Trust policies, procedures and guidelines, taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

MANAGERIAL/LEADERSHIP

12. Act as a role model by demonstrating the Trust values and behaviours, maintaining credibility within the Division, the wider health care community and external agencies, ensuring a positive image of the Trust is maintained.

13. Assist the Division in the effective use of resources, e.g. staff, budget, premises, equipment, supplies and materials.

14. Maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.

EDUCATION/LEARNING

15. Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in KSF/appraisal, supervision, action learning and by maintaining a professional/personal portfolio of learning.

16. Share learning in order to improve services and support a culture of continuous improvement

This job description is an outline of the role and function. It is not intended to describe all specific tasks.

All staff at MCHFT have a responsibility to:

· Always act in accordance with professional Codes of Conduct and guiding documents

· Maintain up to date skills and knowledge

· Maintain an awareness of patient led service issues

· Adhere to all Trust policy, procedures and guidelines.

· Adhere to Trust standards of behaviour and expected performance

· Comply with Infection Prevention and Control (IP&C) policies and procedures as appropriate to their role and responsibilities in their individual work setting. Staff are required to be personally accountable for their actions and be responsible for their own compliance in relation to IP&C polices, protocols or advice.

· Ensure they work in accordance with local procedures and report any issues which they consider to be a risk to the health and safety of themselves and/or others.

· Act in accordance with the Trusts values and behaviours

· Where applicable to participate in and provide data on the efficacy of treatment and specialties

Mid Cheshire Hospitals NHS Foundation Trust is looking to ensure that we provide equity of services across seven days of the week. This post may be reviewed in line with this plan and in some cases an element of weekend working may be required

Person specification

Knowledge

Essential criteria
  • GCSE Maths and English (grade C or above), or equivalent qualifications
  • Proficient use of Microsoft office
  • Customer Service training/experience
  • Awareness of the need for confidentiality in accordance with Data Protection Act and national/local guidelines
Desirable criteria
  • Knowledge of Trust systems: PCS, Somerset, NHS e-Referral Service, Bookwise, Envoy
  • European Computer Driving Licence

Skills

Essential criteria
  • Ability to communicate well verbally and in writing
  • Effective customer service skill
  • Patient centred, adaptable, willing to change and suggest ideas for improvement
  • Ability to work as part of a team and under own supervision
  • Ability to work under pressure in a methodical and logical manner
Desirable criteria
  • Ability to solve problems & make decisions under pressure

Values

Essential criteria
  • A commitment to quality and safety
  • Recognition of the importance of showing respect, dignity and compassion to patients and colleagues.
  • A listening, learning and leading approach
  • A commitment to work together to create the best outcomes.
  • Must demonstrate the Trust’s values around both raising concerns at work, and how to treat others who raise concerns

Behaviours

Essential criteria
  • Must be willing to act as a role model.
  • Must be willing to take personal responsibility
  • Must have the courage to speak up.
  • Must value and appreciate the worth of others

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyArmed Forces Covenant (Silver Award)Care quality commission - GoodDisability confident employerNHS Rainbow badgePrince's Trust - Proud to support the Prince's trust - Youth can do itNational Preceptorship for Nursing Quality MarkArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Karen Simpson
Job title
Surgical Centre Manager
Email address
[email protected]
Telephone number
01606 704652
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