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
Department(s)/Location
Number of Job Holders
Accident
&
Receptionist
Accident
&
Department PRI
7
Emergency
Emergency
2. JOB PURPOSE
To provide a 24 hour Medical Record service in order to support clinical care. The post is
based within Perth Royal Infirmary.
3. ORGANISATIONAL POSITION
Records
Manager
Assistant Records
Manager
Team Leader
This Job
(7 reports)
4. SCOPE AND RANGE
The Medical Records Department at Perth Royal Infirmary 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 outpatient attendances at Perth Royal Infirmary,
providing case records on request, with all supporting information, for in-patient/day case
admissions and outpatient attendances at other Perth and Kinross, Dundee and Angus
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 and nurse
led clinics
providing reception at General Outpatients, Admissions and Enquiries and Accident and
Emergency,
providing cover for sickness, annual leave and other authorised leave at Women’s Clinic,
Maternity Reception, Orthopaedic Outpatients and Ultrasound,
coding and collating in-patient/day case / outpatient 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 planning future health
care provision,
dealing with subject access requests in accordance with the provision 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.
25,500 Accident & Emergency attendances per annum
22,000 in-patient and daycase episodes per annum
120,000 outpatient attendances per annum
26,400 new referrals per annum
5. MAIN DUTIES/RESPONSIBILITIES
Your performance must comply with the national mandatory Induction Standards for
Healthcare Support Workers in Scotland 2009, and with the Code of Conduct for Healthcare
Support Workers
Day time staff do not have direct supervision at Reception but the Team Leader is on duty at
certain times.
Staff on overnight, weekend and evening shifts work unsupervised.
Management can be contacted if the need arises although no formal on call system is in
place.
The call out of a manager is the responsibility of the postholder and requires them to use their
own initiative, judgement and common sense.
The Accident & Emergency Receptionist is the first point of contact for patients not arriving by
ambulance. The Receptionist will, if they think the patient is seriously injured or unwell,
contact the nursing staff immediately prior to booking the patient in.
The postholder is required to work a minimum of 50% of Public Holidays.
Although there is no formal on call system, the postholder is expected to attend for duty in the
event of a major emergency.
Reception Duties –
- Book patients on arrival, recording all demographics and details of injury or illness
accurately on Symphony (Accident & Emergency system) ensuring nursing staff are
informed if a patient is in obvious distress.
- Laisie between nursing staff, medical staff, patients and relatives
- Ensure direct enquiries, telephone messages from patients, relatives, carers, GPs and
Police are passed on quickly and accurately and in accordance with confidentiality
guidelines.
- Admit all emergency admissions through Topas (Patient Administration System), updating
and recording demographic, GP and casenote details accurately.
- Complete paperwork for all overseas visitors and e-mail relevant managers.
- Fax all admissions to Filing Library for issue of casenotes
- File x-ray reports
- Maintain the under 16 file for Link Nurse
- Arrange appointments for patients requiring further treatment, make available copy
records, request casenotes and where necessary order transport
- Print and send A&E discharge report to all GPs
- Night staff to update referral letters on Topas ensuring accurate recording of details and
printing label sets as necessary
- Maintain a manual register of patients
- Record daily attendance figures and forward to Information Services PRI and Ninewells
- Out of hours location of casenotes for A&E and wards
- Maintain stationery levels and order through Admissions & Enquiries
- Assist relatives of seriously ill patients to find local accommodation and transport
- Organise translator as necessary
Filing Library Duties (7.30am – 10.30pm shifts)
-
Pull and track casenotes for clinics, admissions, audits and report filing
File casenotes, letters and reports
Weed/cull casenotes
Deal with telephone requests for casenotes/information
Training and Development
-
On the job training of new members of staff
Take responsibility for own career development
.
6. COMMUNICATIONS AND RELATIONSHIPS
Communicates with other NHS staff, patients and external agencies locally and nationally
including Police, Procurator Fiscal, Compensation Recovery Unit and Benefits Agency.
Communicates with staff, patients and relatives who are anxious and distressed. e.g
- Taking details from parents of a seriously ill or injured child
- Dealing with patients/relatives who are under the influence of alcohol or drugs
- Obtaining information from the relatives of a patient who has died
Communication is difficult with some staff, patients and relatives due to physical and mental
disabilities and cultural and language differences.
7. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Knowledge of medical records procedures and computer systems gained through relevant
training and qualification at NVQ2 level or Basic Level of Certificate of Technical Competence
(IHRIM) or ECDL or equivalent experience.
On the job training is given on Load Handling, Fire Safety, Safe use of equipment, Information
Technology skills, The Data Protection Act, Freedom of Information Act, Patient Confidentiality
Guidelines, Access to Health Records Act, Record Retention Guidelines.
Strong written and verbal communication skills – e.g. must be able to transfer information
about patient care to clinical and non-clinical staff in a manner that can be understood by all.
Must be able to communicate, in writing and verbally, work methods to new staff during
periods of training.
8. SYSTEMS AND EQUIPMENT
The Medical Record, telephones, fax machine, photocopier, microfilming equipment,
computer systems including Patient Administration System, ERS (electronic referral
service), A-CHI (Area Community Health Index), Symphony (Accident and Emergency
system), E-mail, NHS Tayside intranet, SBR (Scottish Birth Record) and PROTOS
(Maternity/Neonatal system). There is a shared responsibility for the upkeep and
maintenance of office equipment.
RESPONSIBILTY 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 NHS Tayside Records Management Policy and with any guidance
produced by NHS Tayside specific to your employment.
9. PHYSICAL AND MENTAL DEMANDS OF THE JOB
Physical Skills
-
keyboard skills – use of keyboard for long periods without a break
the ability to deal with constant interruptions
Physical Effort
-
Required to pull and file casenotes ranging in weight from 0.25kg to 2.0kg in restricted
areas at low levels and at height (2000 casenotes movements per day)
Required to empty, fill and lift boxes of casenotes weighing on average 10kg each. (50 –
60 boxes in and out of Library daily)
Required to manoeuvre heavy trolleys weighing up to 50kgs
Mental Effort
-
Long periods of concentration required for accurate inputting of data on computer
Working within an emergency environment
Direct exposure to patients who are anxious and distressed
Direct exposure to case records which contain distressing and sensitive information
Working Conditions
-
Working in dusty conditions
Direct exposure to bodily fluids and infection
Direct exposure to verbal aggression/hostility
Lone working
10. DECISIONS AND JUDGEMENTS
The postholder is required to use initiative and judgement whilst prioritising their own
workload.
Advice and guidance is available from line manager during normal office hours.
Out of hours staff can obtain advice and guidance from their line manager by telephone or
periodically during the evening when line managers are on duty.
11. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
Emotionally demanding – direct contact with distressed, injured and terminally ill patients.
Contact with anxious, distressed and bereaved relatives.
Physically demanding – lifting, retrieving and carrying heavy case records, pushing heavy
trolleys, working in restricted, dusty areas. Inputting on PC for long periods.
Person Specification
POST REF NO:
P/HC/18
JOB TITLE/BAND:
A&E Receptionist –Band 2
LOCATION:
Accident & Emergency Reception and Medical Records
Perth Royal Infirmary, Perth
HOURS:
22.5 hours per week hours of duty 6.00pm-10.30pm
(10 day fortnight including alternate weekends)
CRITERIA
EXPERIENCE:
ESSENTIAL
Clerical Experience
QUALIFICATIONS:
(Training; Research;
Publications)
Good standard of education to
standard grade or equivalent
KNOWLEDGE &
SKILLS:
Good oral and written
communication skills.
Customer relation skills
Keyboard/computer skills
PERSONAL QUALITIES:
Good timekeeper
Helpful and co-operative
OTHER:
(eg travel across Tayside)
Adaptable and flexible
Ability to work within a team
DESIRABLE
Hospital Work Experience
General Conditions of Service
POST REF NO:
P/HC/18
JOB TITLE/GRADE:
Accident & Emergency Receptionist – Band 2
LOCATION:
Accident & Emergency Reception & Medical Records Department,
Perth Royal Infirmary, Perth
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 £14,508 to £17,253 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.
Salary is paid Monthly by Bank Credit Transfer.
Hours of Duty
The hours of the post are 22.5 per week, hours of duty: 6.00pm –
10.30pm (10 day fortnight including alternate weekends)
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 01.04.12 are as follows:
Annual Pensionable Pay
(Full-time equivalent)
Up to £15,000
£15,001 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 to any higher amount
Annual Leave
Contribution
5%
5%
6.5%
8.0%
8.9%
9.9%
10.9%
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 part-time
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
Occupational Health
Clearance
Rehabilitation of
Offenders Act 1974
(Exclusions and
Exceptions) (Scotland)
Order 2003
Disclosure Scotland
Immigration, Asylum and
Nationality Act 2006
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
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).
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.
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 & Codemandatory Induction Standards for Healthcare Support Workers
of Conduct
(HCSWs) in Scotland and comply with the Code of Conduct for
HCSWs throughout your employment.
Smoking Policy
Applications
Internal candidates will be required to comply with the Code of
Conduct for HCSWs.
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, 17 May 2013