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Job summary

Main area
Community Outptaients
Grade
Band 2
Contract
Permanent
Hours
Part time - 16 hours per week (Monday to Friday with occasional cover of weekend clinics)
Job ref
320-TWS-1661
Employer
University Hospitals of Derby and Burton NHS Foundation Trust
Employer type
NHS
Site
Ripley Hospital
Town
Ripley
Salary
£22,383 pro rata pa
Salary period
Yearly
Closing
25/06/2024 23:59
Interview date
09/07/2024

Employer heading

University Hospitals of Derby and Burton NHS Foundation Trust logo

Health Records Officer / Receptionist

Band 2

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 13,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds.  All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

Job overview

To provide a courteous and efficient outpatients/reception service.

To provide administrative support to the outpatient department.

This involves working closely and communicating effectively with a Multidisciplinary team using initiative, tact, and diplomacy.

To work as part of the health records team ensuring an efficient, high quality and timely service is provided. This includes the searching and preparing of clinical records.

To ensure that all clinical coding outcomes are correctly recorded for payment by results meeting required targets dates.

To scan new patient referrals onto CITO and maintain the accuracy of documents recorded on the PAS system.

To ensure that RTT (referral to treatment) rules are followed and recorded from correctly from the clinical input on outcome forms, this in order that the trust meets government targets.

To review the storage of case notes both on and off site when culling for retention and destruction, ensuring data corresponds with the Patient Administration System meeting the information governance standards.

 

Main duties of the job

Provide a courteous and efficient reception service to all Patients, make new and follow up appointments for outpatients using Lorenzo & SystmOne, generating letters and completing Outpatients Outcomes.

Ensure that the 18-week RTT (referral to treatment) end date is captured on SystmOne and Lorenzo.

To scan new patient referrals onto CITO and maintain the accuracy of documents recorded on the PAS system.

To file case notes and other documentation. To extract case notes in a timely manner ensuring that items are correctly booked out of the library to the new destination and either sent or made available for collection to the ward, clinic or office requesting the notes.

To sort and prepare the contents of case notes the folders and in accordance with the case note maintenance policy remove identified documentation sort and prepare items for scanning onto CD ensuring information is coded to ensure that all items can be identified and retrieved as and when required.

To check the case note attendance details, dates and alert sheets against the Patient Administration System to ascertain if the notes can either be destroyed, fall into the category of offsite storage or need to be merged with another active set of notes.

Answer general telephone and face to face enquiries in the department.

Closing date of applications: 25 June 2024

Interview date: 9 July 2024

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

  • Development opportunities, including both professional and leadership development
  • On-going support through every step of the way from recruitment to when you join our team and beyond.
  • A variety of other staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts about our Trust:

  • We see on average 4810 OP appointments per day.
  • We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
  • An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
  • Our hospitals admit an average of 195 emergency patients daily.
  • Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
  • We are one of only 7 Trusts nationally with more than 50 operating theatres.
  • We carry out more than 140 elective procedures each working day.

 

Detailed job description and main responsibilities

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

Person specification

Good written communication

Essential criteria
  • Good written communication on application form
  • Demonstrates the experience and ability to communicate across different staff groups both verbally and in a written form
  • Demonstrates a good standard of education in English and Maths (O Level, GCSE) (2)

Customer service experience

Essential criteria
  • Demonstrates experience in a patient facing/customer service environment

Admin office experience

Essential criteria
  • Demonstrates experience working with a team as well as undertaking tasks on their own
  • Demonstrates experience making and receiving telephone calls and being a point of contact for customers/patients

Organisational skills

Essential criteria
  • Demonstrates experience and the ability to prioritise their own workload
  • Demonstrates experience managing multiple tasks

Employer certification / accreditation badges

No smoking policyArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerStep into healthArmed Forces CovenantNational Preceptorship for Nursing Quality Mark 2024

Documents to download

Apply online now

Further details / informal visits contact

Name
Mandy Allen
Job title
Operational Co-ordinator
Email address
[email protected]
Telephone number
07385464045
Additional information

Carol Mellors, Health Records Team Leader 

[email protected]

01773 571401

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