JOB DESCRIPTION

1. JOB DETAILS

Job Holder:

Job Title: Health Records Manager/Advisor

Grade:

Ambulance Trust:

Location:

2. JOB PURPOSE

Professional and managerial responsibility for the Health Records

Service which is effective, efficient and responsive to the needs of

users.

3. JOB DIMENSIONS

The postholder will manage a team of staff comprising:-

(The following is a list of possible team members the grades, numbers and

permutations of which may vary fromPCT to PCT)

Deputy CCR Manager1 WTE

PA or Secretary1 WTE

Library StaffXXX WTE

Patient Registration StaffXXX WTE

Systems Trainer(s)XXX WTE

Data Quality StaffXXX WTE

Medico-Legal StaffXXX WTE

4. ORGANISATION CHART (ACCOUNTABILITY & RESPONSIBILITY)

Notes for guidance

a)The Health Records Manager should report directly to the Board Member who has corporate, executive responsibility for implementation of the Health Records Management Strategy.

Insert an organisational chart or attach on a separate sheet

5. KNOWLEDGE, SKILLS & EXPERIENCE REQUIRED

5.1 Qualifications & Training

Notes for guidance

a)If the Health Records Manager does not hold a recognised Health records or records management qualification the PCT should be positively encouraged to undertake a programme of study to gain one.

b)When fully qualified the Health Records Manager should be actively encouraged and supported to undertake continuing professional development;

c)At least one of the following qualifications is recommended

  1. Certificate and/or Diploma of the Institute of Health Record and Information Management (IHRIM);
  2. IM&T Award in Healthcare;
  3. Recognised Records Management qualification e.g. the training programmes in records and information management for government staff provided by the Universities of Liverpool and Northumbria in consultation with the National Archives (PRO);
  4. Recognised Management qualification.

5.2 Personal attributes

  1. Excellent leadership and motivational skills;
  2. Excellent verbal and written communication and inter-personal skills
  3. A self-disciplined and self-motivated individual with the ability to work on their own initiative;
  4. High level of commitment and the ability to complete tasks to strict deadlines;
  5. Ability to train and develop staff;
  6. Good organiser;
  7. A positive and flexible approach to the changing demands and opportunities of the service.

5.3 Experience

  1. Three to five years working in the NHS;
  2. Two years management experience;
  3. Experience of working with clinicians and senior staff at management level

5.4 Technical Skills

  1. Knowledge and experience of electronic healthrecord systems
  2. Computer literacy(Microsoft).
  1. KEY RESPONSIBILITIES OF A HEALTH RECORDS

MANAGER:

  1. To audit current health records management practice and carry out an information survey of existing health records management systems;
  2. To identify the required actions necessary to enable implementation of the Freedom of Information Act requirements in respect of Health records;
  3. To draft and/or maintain the currency of the organisation's Health Records Management strategy and have input to the wider Ambulance Trust Records Management strategy;
  4. To act as Convenor/Secretary to the HealthRecords Committee;
  5. To liaise and work with other employees responsible for information handling activities, e.g. the Freedom of Information Lead, the DPO and the Caldicott Guardian;
  6. To raise awareness of the importance of HealthRecords Management throughout the organisation through profile raising and a publicity campaign;
  7. To promote HealthRecords Management awareness throughout the organisation by providing training and written procedures that are widely disseminated and available to all staff;
  8. To assess the need for support staff for the HealthRecords Service;
  9. To assess the training requirements of health recordssupport staff and provision/arrangement of that training;
  10. To provide reports on progress and improvements in respect of the HealthRecords Service to the Ambulance TrustBoard.

7. PRIMARY DUTIES & KEY RESULT AREAS

i. Effective management of the departmental team; agreeing work

areas, objectives and undertaking regular appraisal;

ii. Membership of the senior departmental management team,

contributing to the on-going development of the health records

service;

  1. To be professionally accountable for all aspects of the Health

Recordsservice Ambulance Trust-wide, including devolved services, and to report quarterly to the Ambulance Trust Board;

  1. To provide professional Health records advice within the Ambulance Trust

and to other providers as may be required;

  1. Responsibility for setting, monitoring and maintaining agreed

Ambulance Trust standards for the Health Records Service;

  1. To regularly review and revise Health records policies and

proceduresand to monitor compliance;

  1. To be the designated system manager for electronic health

records systems;

viii. Recruitment, selection and training of new members of staff;

  1. To regularly assess the training needs of Health records staff

and electronic health records systems users and develop and

provide training programmesappropriate to identified needs in order

to maintain standards and enable staff to respond to service

changes;

x. Ensure compliance with statutory regulations and current legislation

as appropriate to the Health records service;

xi To act as Ambulance Trust Lead for Controls Assurance (Standard

15 - Records Management);

xii To liaise and work with the Ambulance Trust’s Caldicott Guardian on

security and confidentiality of patient identifiable information.