Important Job Application Information
Thank you for your interest in NHS Tayside vacancies
Please see below Job Description/Person Specification and General Conditions of
Service
Your Application Form must be completed in full. Please note copies of Curriculum
Vitae, Qualifications and Course Certificates will not be accepted at this stage.
Please return your completed Application Form to recruitment.tayside@nhs.net
(quoting the vacancy reference number in the subject box) or to the postal address
given on the General Conditions of Service.
All completed applications are held in Human Resources until the closing date. After
the closing date a panel will meet to prepare an interview shortlist. Once this
decision has been made, all shortlisted applicants will be emailed to invite them to
attend for interview. It is important that you check your emails regularly.
This process takes approximately 6 weeks. Therefore, if you have not been
contacted regarding interview within 6 weeks of the closing date, your application has
been unsuccessful and you will receive no further correspondence from Human
Resources.
ADDITIONAL INFORMATION:Find out more about living and working in Tayside at:
www.dundeecity.gov.uk
www.angus.gov.uk
www.pkc.gov.uk
NHS TAYSIDE – AGENDA FOR CHANGE
JOB DESCRIPTION
1.
JOB IDENTIFICATION
Job Title
Clerical Officer
Department(s)/Locatio
Medical Records Library,
Medical Records
Department,
Ninewells Hospital
70
n
Number of job holders
2.
JOB PURPOSE
To provide a 24-hour efficient records service to support the delivery of clinical
care.
3.
ORGANISTIONAL POSITION
See attached chart.
4.
SCOPE AND RANGE
The Medical Records Department at Ninewells Hospital is responsible for the
provision of key services supporting patient care and management, e.g.:-
-
-
-
providing a comprehensive medical records library service,
providing case records, with all supporting information, for in-patient/day
case admissions and out-patient attendances at Ninewells Hospital,
providing case records on request, with all supporting information, for
in-patient/day case admissions and out-patient attendances at other
Dundee, Angus Fife and Perth hospitals,
processing requests for case records from other hospitals in the UK and on
occasion from abroad,
processing all referral letters and appointments for new patients at
consultant clinics,
coding and collating in-patient/day case/out-patient data for submission to
Information and Statistics Division for utilisation by management both
locally and nationally for the monitoring of performance/guarantees/targets
and to assist with future health care provision planning,
dealing with subject access requests in accordance with the provisions of
the Data Protection Act/Access to Health Records Act/Freedom of
Information Act,
dealing with court orders and information requests from courts/procurators
fiscal/police/solicitors/insurance companies/criminal injuries compensation
authority/RTA compensation unit etc.
The catchment area served is predominantly Tayside and Fife with a
population of approximately 450,000 but in reality patients can present at
hospital from anywhere in the UK and often from abroad.
Patient throughputs at Ninewells Hospital:
New out-patient referrals
In-patient admissions
60,000 pa
55,000 pa
Day cases
18,000 pa
Out-patients
255,000 pa
Day patients
26,000 pa
5. MAIN DUTIES/RESPONSIBILITIES
Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for
Healthcare Support Workers 2009” and with the Code of Conduct for Healthcare
Support Workers.
The post-holder is required to demonstrate skills to new staff.
REFERRAL LETTERS:- print, check and confirm patient referral letters and attachments in
Electronic Referral Service system,
- sort letters into specialty and clinical priority order,
- update Master Patient Index [MPI] In-Patient Administration System [PAS]
and TOPAS [out-patient system),
- print supply of patient labels,
- send letters to clinical departments for prioritising,
- on return, re-sort letters into clinical priority,
- pass urgent letters to appointments office daily,
- retrieve case records from library in order to merge letter and add
appropriate documentation – ensuring tracer system is appropriately
updated,
- check destroyed lists/secondary libraries before creating new folders,
- locate and retrieve case records from departments/other
hospitals/secondary libraries,
- use knowledge of hospital layout/personnel/PAS/procedures to locate case
records difficult to find,
- re-file case records.
LATE ADDITIONS/EMERGENCY OUT-PATIENTS/NOTES REQUIRESD BY
OTHER HOSPITALS/GENERAL ENQUIRIES:-
retrieve case records from library – ensuring tracer system is appropriately
updated – in order to merge letters and add appropriate documentation,
update MPI/PAS/TOPAS and print supply of patient labels,
check destroyed lists/secondary libraries,
deliver notes to clinic areas/send in secure boxes to other hospitals,
locate and retrieve case records from departments/other
hospitals/secondary libraries
use knowledge of hospital layout/personnel/PAS/procedures to locate case
records difficult to find,
provide an enquiry/reception service for telephone callers and visitors to the
library,
pre-sort case records returned from wards/departments,
record destination of case records sent on to other
wards/departments/hospitals,
re-file case records in library.
CLINIC PULLING:-
extract clinic pulling lists from out-patient system,
-
extract case records from the library from numerical ordered list,
update tracer system with appropriate information for relevant clinic/date,
enter markings for case records not in the library on to a query sheet,
check all case records have sufficient labels – print new labels as
necessary,
replace torn folders with new folders as required,
arrange tied bundles of case records in same order as clinic list for delivery
to clinic areas,
re-file case records in library.
QUERIES:-
locate and retrieve case records from wards/departments/other
hospitals/secondary libraries listed on query sheets,
use knowledge of hospital layout/personnel/PAS/procedures to track down
case records,
carry out more detailed searches for case records difficult to find,
deliver case records to clinic areas,
re-file case records in library.
ADMISSIONS [WAITING LIST]:-
-
-
retrieve case records from library – ensuring tracer system is appropriately
updated – from lists of expected admissions and add appropriate
documentation,
update patient details in PAS,
check all case records have sufficient labels – print new labels as
necessary,
replace torn folders with new folders as required,
use knowledge of hospital layout/personnel/PAS/procedures to locate case
records and carry out more detailed searches for those records difficult to
find,
re-file case records in library.
ADMISSIONS [EMERGENCIES]:-
-
update existing patient details within PAS, register new patients and admit
all patients to system,
record all emergency admissions in register,
retrieve case records from library – ensuring tracer system is appropriately
updated,
check secondary library and destroyed lists before creating new folders,
ensure all appropriate documentation is compiled in case records with an
adequate supply of patient labels,
deliver case records to appropriate ward/department,
use knowledge of hospital layout/personnel/PAS/procedures to locate case
records and carry out more detailed searches for case records difficult to
find,
check with various wards/departments at regular intervals for admissions
not previously notified,
re-file case records in library.
CULLING/WEEDING:-
remove case records from shelf,
-
6.
check case records for last recorded entry,
re-locate relevant case records to secondary library,
locate larger volumes of case records to pre-determined shelving,
identify the majority of case notes for destruction and confer with
Administrative Assistant when problems arise with medical terminology and
retention restrictions,
enter details of notes destroyed in database,
merge duplicate folders,
tidy case records/tracer cards.
COMMUNICATION AND RELATIONSHIPS
Attend meetings when required and regular telephone/face-toface/written/e-mail contact with other medical records staff, medical/nursing
staff, AHP staff, medical secretaries/ward clerical staff, receptionists, patients,
general public, police, solicitors, and GP practice staff, etc., in order to fulfil
duties – requiring good all-round communication skills to obtain co-operation.
The post-holder is required to:-
7.
communicate with staff who have a different agenda,
exercise tact and diplomacy when requesting information from a range of
staff to fulfil duties to support safe patient care
overcome communication barriers with people where English is not their
first language or where people have a mental/physical disability.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Detailed knowledge of medical records policies/procedures and computer
systems gained through on-the-job training/experience which can take a
number of months.
Understand and maintain total confidentiality in all work commitments.
Undergo annual manual handling/fire safety training, ECDL, and e-mail
training.
Knowledge of the operational policies of other departments/hospitals and
possess good communication skills to fulfil duties.
Possess the ability to work with multi-disciplinary teams.
Relevant qualifications at SVQ2 level or Basic Level of CERTIFICATE of
TECHNICAL COMPETENCE [IHRIM] or ECDL or equivalent.
ESSENTIAL ADDITIONAL INFORMATION
8.
SYSTEMS AND EQUIPMENT
Be proficient with the following computer systems:COMPAS [PAS]
TOPAS [out-patient system]
ERS [electronic referral service]
CORAL [tracking system]
CHI-24
A-CHI
CLINICOM [PAS for maternity patients]
NHS Tayside intranet
e-mail
Daily use of telephones, fax machine, photocopier, printers, scanners, pagers,
two-way radios and other technology as necessary.
The post-holder has shared responsibility for the use of systems/equipment
and for reporting faults to appropriate staff member.
RESPONSIBILITY FOR RECORDS MANAGEMENT
All records created in the course of the business of NHS Tayside are corporate
records and are public records under the terms of the Public Records (Scotland) Act
1937. This includes email messages and other electronic records. It is your
responsibility to ensure that you keep appropriate records of your work in NHS
Tayside and manage those records in keeping with the NHS Tayside Records
Management Policy and with any guidance produced by NHS Tayside specific to your
employment.
9.
PHYSICAL DEMANDS OF THE JOB
Constantly throughout shift:Physical skills:- keyboard skills used virtually continuously,
- to be able to deal with constant interruptions causing a change in duty
being carried out, e.g., bleep-holder, emergency request for case records.
Physical effort:- to handle, file and retrieve health records from libraries in confined spaces
where bending, lifting and stretching to locate sometimes heavy case
records can cause physical difficulty and discomfort, e.g., pulling from lists,
- to fill, lift and empty boxes of case records,
- to manoeuvre trolleys over long distances and via lifts,
- to walk for long periods – up/down stairs, etc., whilst locating notes,
- to climb up and down ladders,
Mental effort:- to concentrate inputting patient data into computer systems,
- to work to meet deadlines, e.g., providing notes for set patient
appointments/admissions/emergencies,
-
direct exposure to medical records which contain distressing and sensitive
information about patients,
Working conditions:- to work in dusty conditions [direct exposure to dust/dust mite] and
windowless environment,
- indirect exposure to bodily fluids, chemicals and infection when in wards
and departments,
- occasional exposure to verbal aggression/hostility,
Some examples of physical effort [please note that staff rotate duties and these
values are typical when carrying out this particular task]:- staff process up to 130 referrals per shift whilst sitting constantly at a PC,
- staff pull 1,000 notes from the library per shift, which amounts to a
combined total in weight of approximately 210 stone (1,334 kg),
- staff push fully laden trolleys that require 55 lbs (22 kg) of force to start/stop
and 22 lbs (10 kg) of force to keep in constant motion,
- staff locating notes in the hospital can walk up to 8-9 miles per shift.
10.
DECISIONS AND JUDGEMENTS
-
11.
strict adherence to Data Protection Act principles to maintain patient/staff
confidentiality,
decide when to abandon a search for case records and report to
supervisor,
immediate supervision is not always available but advice and guidance
from line manager is available during normal working hours,
the post-holder is required to progress their work allocation according to
departmental policies/procedures but use initiative and judgement whilst
prioritising work,
report to line manager any concerns or issues impacting on their duties.
MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
To be able to interact with and work alongside large numbers of staff to ensure
an efficient records service.
To be able to deal with increases in workload due to staffing and time
pressures.
Very physically and mentally demanding – e.g., moving heavy loads of case
records, pushing heavy trolleys, walking for long periods, constant
interruptions, always working to tight time-scales, working at a PC for long
periods and trying to locate case records in emergency situations.
Person Specification
POST REF NO:
P/HC/86
JOB TITLE/BAND:
Clerical Officer – Band 2
Fixed Term/(*Secondment for internal applicants) for 6 months
LOCATION:
Medical Records Department, Ninewells Hospital, Dundee
HOURS:
37.5 hours per week.
CRITERIA
EXPERIENCE:
ESSENTIAL
Clerical experience
DESIRABLE
Hospital work experience
Clerical experience
QUALIFICATIONS:
(Training; Research;
Publications)
Good general standard of
education
Education to standard
grade or equivalent
KNOWLEDGE &
SKILLS:
Good oral, written &
communication skills
Customer relations skills
Keyboard skills
PERSONAL QUALITIES:
OTHER:
(eg travel across Tayside)
Ability to cope with the physical
and emotional demands of the job.
Adaptable & flexible working in a
team environment.
General Conditions of Service
POST REF NO:
P/HC/86
JOB TITLE/GRADE:
Clerical Officer – Band 2
LOCATION:
Medical Records Department, Ninewells Hospital, Dundee
Conditions of Service
Remuneration
The terms and conditions of service for this post are those
determined by the NHS Staff Council.
The current salary scale for the post is £14,653 to £17,425 per
annum (pro rata for part-time staff). Placing on the scale on
appointment is normally at the minimum but may be higher
subject to verification of previous relevant service.
*Pay points under £21,000 will receive an additional non-
consolidated non-pensionable sum to raise basic pay by a total
of £250 pro rata for part-time staff. This addition will be divided
into 12 equal monthly payments, will cease on 31 March 2014
and will be noted separately on payslips
Hours of Duty
Salary is paid Monthly by Bank Credit Transfer.
The hours of the post are 37.5 per week.
This is a fixed term/*secondment post for 6 months.
*Internal applicants: Written approval must be sought from your
line manager prior to applying for this secondment. You will be
required to bring this if shortlisted for interview.
Superannuation
Start and finish times will be determined by the needs of the
service.
Membership of the NHS Superannuation Scheme is not
compulsory but is open to all staff between the ages of 16 and
70 (65 in some instances).
The contributions paid are a percentage of superannuable pay,
which is essentially basic pay excluding, for example, overtime
or travelling expenses.
Contribution rates with effect from 01.04.13 are as follows:
Annual Pensionable Pay
(Full-time equivalent)
Up to £15,278
£15,279 to £21,175
£21,176 to £26,557
£26,558 to £48,982
£48,983 to £69,931
£69,932 to £110,273
£110,274 and over
Contribution
5%
5.3%
6.8%
9.0%
11.3%
12.3%
13.3%
Annual Leave
Contributions are subject to tax relief and reduced National
Insurance contributions.
NHS Tayside also makes a
substantial contribution towards scheme benefits – currently
around 14% of basic pay.
On appointment = 27 days (pro rata for part-time Staff) or 5.4
weeks per year.
After 5 years aggregated service = 29 days (pro rata for parttime staff) or 5.8 weeks per year
After 10 years aggregated service = 33 days (pro rata for parttime staff) or 6.6 weeks per year
References
Public Holidays = 8 days (pro rata for part-time staff) or 1.6
weeks per year
All offers of appointment are subject to receipt of two
satisfactory references
Occupational Health
Clearance
All offers of appointment to new entrants to the National Health
Service are subject to a medical examination. Medical
examinations are arranged and undertaken by the
Occupational Health and Safety Advisory Service (OHSAS).
Rehabilitation of
Offenders Act 1974
(Exclusions and
Exceptions) (Scotland)
Order 2003
All current or spent criminal convictions, cautions, warnings or
any case pending must be disclosed prior to commencing in
employment as detailed on the application form.
Disclosure Scotland
Immigration, Asylum
and Nationality Act 2006
Please note that having a conviction will not automatically
debar you from obtaining employment with NHS Tayside.
Careful consideration will be given to the relevance of the
offence to the particular post in question. However, if you are
appointed, and it is found that you did not reveal a previous
conviction your employment may be terminated.
This post is subject to a Standard check by Disclosure
Scotland as it involves access to children and/or vulnerable
adults. This will contain details of any convictions on record
whether spent or unspent.
It is a criminal offence for an employer to employ anyone who
does not have permission to live or work in the UK.
Shortlisted applicants will be asked to produce specific original
documentation at interview e.g. Passport, or full birth certificate
together with an official document giving the applicants
permanent National Insurance Number and name issued by a
Government Agency or a previous employer, as well as
photocopies of these documents.
Professional Registration/ New entrants to NHS Tayside will be required to achieve the
Induction Standards & Code
mandatory Induction Standards for Healthcare Support
of Conduct
Workers (HCSWs) in Scotland and comply with the Code of
Conduct for HCSWs throughout your employment.
Internal candidates will be required to comply with the Code of
Conduct for HCSWs.
Smoking Policy
Applications
Smoking is prohibited within NHS premises and grounds.
Completed forms should be returned to:
recruitment.tayside@nhs.net quoting the job reference in
the subject line
or Human Resources, Management Offices, Perth Royal
Infirmary, Taymount Terrace, Perth PH1 1NX
By closing date of Friday, 30 August 2013