Detailed job description and main responsibilities

Principle duties will be in one of the following areas within Storage, transport driving and library office:

Storage

Collect all items for storage from trust departments on request this involves lifting and handling

File into storage facility

Record location of storage items on spreadsheet

Check contents of all boxes are relevant for storage

Contact department if inappropriate items stored i.e. passed destruction dates

Retrieve paperwork or items from storage boxes on request

Investigate and find paperwork for areas that have not made a list of contents for the box they have sent to storage; use the information you have for all other boxes belonging to that area to check inside each one

Monitor destruction dates

When destruction date identified for disposal contact department storing items to confirm the date is correct and item can be disposed of

Dispose of any items that pass the destruction date securely in confidential waste

Ensure the storage facility is clean and tidy and there are no obstructions

Ensure storage facility alarm is set and doors are secure before you move away from the building

Transport

Driving and taking responsibility of the trust vehicles including:

Hold a clean driving licence

Inform manager immediately should you be given any points on your licence

Read and adhere to Workplace Transport Policy

Read and adhere to Drivers handbook

Receive full training on lifting and handling protocol

Adhere to all Trust protocol regarding usage of all vehicles, taking responsibility during usage

Have full training in use of electric cars

Deliver and collect daily from Stratford-Upon-Avon, Ellen Badger and Rehab Hospital

Collect and deliver Pharmacy drugs to other hospitals and patients prescriptions to their homes

Have full spillage training for transporting Pharmacy items

Collect and deliver Orthotics boxes to other hospitals and patients items to their homes

Collect and deliver Scanning Bureau boxes to home workers

Collect and deliver community boxes

Ad-hoc collection and deliveries to meet the trust needs

Maintaining the trust vehicles including:

• Ensure electric cars are fully charged
• Tyre pressure is maintained
• Van petrol level is sufficient
• Clean all vehicles inside and out when in your use 

Be prepared to work after shift hours as driving runs may over-run

Liaise with all parties involved in transport of items

Health Record Duties

Print lists for specific forthcoming clinics and admissions

Pull Patient Healthcare Records (PHCR) for specific clinics, referrals and TCI’s from file to send to Scanning Bureau (SB)

Deliver by hand PHCR to SB for priority scanning

Ensure active/temporary records are issued for selected clinics, planned admissions and emergency admissions following process in line with SB’s SOP

Inform SB of any requests where PHCR are already with them waiting to be scanned

Make extensive efforts to locate the original PHCR in the records library This will include checking the batch lists, searching last known location

When PHCR are located off site, telephone the relevant hospital/ organisation and request their return

Process deceased PHCR to include calculating their destruction date, following national guidelines

Track deceased records on Lorenzo and ensure reference box number is entered in the comments

Add deceased box reference number to spreadsheet

Merge complex duplicate registrations, contact GP’s if required

Process sensitive adoption information including:

• Remove old details and NHS number
• Endeavour to find new details for patient
• Merge when confirmed same patient

Input and extract data from Lorenzo and NHS Strategic Tracing Service

Locate and physically amalgamate the PHCR where appropriate or forward any documentation to the SB if one record has already been scanned

Pre-register and deliver new folders for unknown babies born at Warwick Hospital prior to birth ensuring Delivery Suite have sufficient stock each week

Run Pregnancy Estimated Delivery Date (EDD) report 2-3 times prior to month of delivery with the first run at least 3 months ahead. Any notes in file for upcoming deliveries are sent to SB

 Create active folder for all EDD pregnancies

Register new patients to the Trust ensuring beyond reasonable doubt they do not already have a UR number allocated by checking previous surnames, DOB and different spellings etc.

Amend demographic details on Lorenzo (including deaths) as notified by patient letter, telephone call, GP, etc.

Pre-register and deliver new folders for A&E Unknown patients

Any A&E Unknown patients registered using the pre-registered PID’s, locate folder issued and try to find details of the patient, update Lorenzo, merge with current PID if already registered

Monitor A&E Unknown patient folders and issue new ones keeping limit at 50 available

Pre-register Major Incidents patients using the phonetic alphabet spreadsheet so as not to duplicate names

Prepare new folders for Major Incidents patients inserting all relevant and up to date paperwork

Track and file Future Appointment Shelf active records into library

Participate in all audit requests

Order from off-site storage company the return of the original PHCR

Any loose paperwork post 2014 sent to SB

Pre 2014 historical paperwork check notes location. If paper records still in library, then file. If record is already scanned send to SB

Check Health Records email daily and process requests

Answer telephone queries

Open and distribute incoming post Redirect patient’s private mail as necessary to wards, other hospitals or to patient’s home address making sure to avoid distress to relatives if patient is deceased

Log and return other hospitals PHCR

Frequent lifting of heavy boxes and movement of cages obtaining PHCR is required

Remove confidential waste ensuring in appropriate bags and dispose of accordingly

Ensure work area cleaned daily

All Other Duties

Maintain patient confidentiality at all times

Track PHCR using the computerised system to the correct location

Liaise with security when visiting remote areas. Use and return keys to office

Ensure storage library alarm is set and building is secure before you leave

To perform general administrative duties in order to maintain the effective working of the Health Records Department

Exposure to sensitive/distressing case note contents

Exposure to dust from storage of historic records

Perform basic maintenance of printer and bar code machine

Reporting of IT, maintenance and supply problems

Report all incidents

Photocopying

Frequently use a VDU (50+% of daily hours worked)