Health Informatics Career Framework - Job Description
Job Details
Job title / Health Records AssistantPay band / grade:
Department:
Reporting to:
Responsible for:
Location(s):
Job Overview
General statement / The overall purpose of Informatics has been defined as to:Enable promote and support the effective use of data, information, knowledge and technology to support and improve health and health care delivery[1]
Therefore, the role of Informatics is to ensure an organisation has the required cost effective systems, information and technology services needed to provide excellent clinical care to its patients, in conjunction with its partners throughout the wider health community.
Job specifics / The post holder is one of a team providing an efficient and effective health records service to the organisation. The post holder will be required to carry out a range of duties, ensuring that health records are stored, maintained and retrieved in line with local and national guidelines.
Duties and Responsibilities
Library work
1. To ensure requests for health records are dealt with in an efficient and professional manner, and delivered to the appropriate location in a timely fashion.
2. To be responsible for the retrieval of health records for clinics, ensuring information found on the tracer is reflected clearly and concisely in the clinic lists and tracer cards are updated with the current location of the health records. This will include the electronic tracking in and out of health records using the electronic case-note tracking system.
3. To be responsible for the sorting of health records returned to the Records Library in preparation for filing and looking for misfiles.
4. To be responsible for filing health records and tracer cards ensuring up to date information exists for tracking purposes. This will include the electronic tracking in of health records with the introduction of the electronic case-note tracking system.
5. To collate medical records in preparation for clinics in a timely manner.
6. To prepare new folders for damaged health records and file the contents according to current filing guidelines.
7. To assist in maintaining the current and archive sections of the library. This will include moving health records from one section to another.
8. To bring to the attention of the team leader or the library supervisor any inconsistencies relating to patient demographic data held within the patient information system.
9. To develop a high standard of knowledge of the patient information system in order to understand the importance of the information being recorded.
10. To refer any telephone and written enquiries from the public concerning access to health records to the relevant department. Staff must not attempt to answer any enquiries relating to the content of health records.
11. Maintain good working relationships with patients, GPs, Consultants and Junior Medical Staff, all levels of nursing and ward staff, all staff within the Health Records Department, all medical secretaries and receptionists, Admissions and Coding departments, all directorate staff including senior managers, ICT staff
General
Performance Reviews/Performance Obligation
The post holder will be expected to participate in the organisation’s Individual Performance Review process to ensure continued professional development.
Job Limitations
At no time should the post holder work outside their defined level of competence. If the post holder has concerns regarding this, they should immediately discuss them with their manager/supervisor/consultant. All staff have a responsibility to inform those supervising their duties if they are not competent to perform a duty.
Confidentiality
In line with the Data Protection Act 1998, the post holder will be expected to maintain confidentiality in relation to personal and patient information, as outlined in the contract of employment. The post holder may access information only on a need to know basis in the direct discharge of duties and divulge information only in the proper course of duties.
Risk Management
The organisation is committed to protecting its staff, patients, assets and reputation through an effective risk management process. The post holder will be required to comply with the organisation’s Risk Management Policy, Health and Safety Policy and other associated policies and to actively participate in this process, having responsibility for managing risks and reporting exceptions.
Records Management
The post holder has a legal responsibility to treat all records created, maintained, used or handled as part of their work within the organisation in confidence (even after an employee has left the organisation). They also have a duty to manage records in line with the organisation’s records management policy. Included in these are records relating to patient health, finance, personnel and administrative functions, whether paper based or electronic. All staff have a responsibility to consult their manager if they have any doubts about the correct management of the records with which they work.
Equal Opportunities
The post holder will be expected to comply with and promote the organisation's
Equal Opportunity Policy and avoid any behaviour which discriminates against
colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, sexual orientation or political opinion
Health and Safety
The post holder is required to cooperate with the organisation to ensure health and safety duties and requirements are complied with. It is the post holder’s personal responsibility to conform to procedures, rules and codes of practice; and to use properly and conscientiously all safety equipment, devices, protective clothing and equipment which is fitted or made available, and to attend training courses as required. All staff have a responsibility to access Occupational Health and other support in times of need and advice.
Job Description
This job description is not inflexible but is an outline and account of the main duties. Any changes will be discussed fully with the post holder in advance. The job description will be reviewed periodically to take into account changes and developments in service requirements.
Person Specification
Education/
Qualifications / Good general standard of education, including evidence of literacy and numeracy / Basic IT skills qualification (e.g. ECDL, NHS Elite, or equivalent)
IHRIM Certificate of Technical Competence (CTC)
Qualification at QCF level 2 in Business Administration or Information Technology or equivalent (or equivalent experience)
Personal qualities / Ability to work under pressure and to strict deadlines
Organised and methodical
Good attention to detail
Ability to work as part of a team and on own
initiative
Flexible and adaptable
Experience / Recent clerical experience
Skills and knowledge / Good verbal communication skills
Capable of learning new systems of work
Ability to follow written instructions
Keyboard skills
Understanding and application of Data Protection and confidentiality principles / Experience of data collection or input
Other
Date last updated: [25/03/2011] Page 1 of 4
[1] Taken from the Functional Map for Health Informatics (Skills for Health 2004).