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Clinic Preparation Duties

·       Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.

·       Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

·       Print an up to date clinic attendance list prior to preparing clinic.

·       Request the allocated clinic health records from the Central Records Library. 

·       Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines.

·       Manually raise any new folders for patients without a paper health record and trace on iPM.

·       Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.

·       Prepare health records for allocated specialty clinics.

·       Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

·   When the health record is received, organise the contents to comply with the Trust standard filing format. 

·       Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

·       Ensure that the correct chapter card relating to the current appointment is inserted into the patient health record.

·       Ensure that outcome forms are inserted into the patient health record prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the health record.

·       Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L7 ensuring boxes are stored in the relevant area in date order ready for collection. 

·       Assist in mentoring and training other members of staff, as requested by the Team Leaders/Supervisor.

·       Ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work in accordance with this guidance.

·       Have knowledge and understanding of the APN’s (Administrative Procedure Notes) regarding the preparation and management of patient health records.  (Manuals/guides are available for reference).

·       Ensure that iPM is kept up to date with the movement of patient health records both into and out of the department.

·       Ensure that any loose filing is placed in the appropriate section of the health record and repairs are made to any that are damaged. 

·       Split any oversized health records before they are sent to the Derriford Prepping Office.

·       To achieve 100% of health record availability for all clinics including clinics taking place at peripheral hospitals.

·   Action promptly any post, telephone, e-mail or written requests for health records from other areas/hospitals.

·       Ensure that the Team Leader is notified as soon as possible if patient health records cannot be located prior to clinic collection deadlines. 

·       In the event of a temporary folder having to be raised it is the responsibility of the person raising the folder to merge with the original record as soon as possible.

·      Use good persuasive and analytical skills when the required records have not been traced correctly or prove difficult to locate. 

COMMUNICATIONS & WORKING RELATIONSHIPS

·   This post holder is responsible for the collection of health records for clinics and will therefore come into contact with a wide variety of staff throughout the hospital. The post holder will need to maintain a courteous and polite manner and possess good persuasive skills.

·       Ensure that a close working relationship is maintained with The Outpatient Management Centre, (OMC), Outpatient departments, Consultant Teams and Nursing Staff,  Secretaries, Central Records Staff, Appointments Staff, Service Line Managers and administration staff and other outside agencies.

•      Work collaboratively within a team and participate in the induction of locum and new staff regarding policies and routines.

·       Cover colleagues workloads during periods of holiday/sickness.

·       Be an effective communicator both face to face and using the telephone and email.

OTHER

·       Matters of a confidential nature with which your work brings you into contact, particularly information relating to the diagnosis and/or treatment of patients individual records, and information regarding contracts, tenders etc. must not be divulged without the authority to do so, disciplinary action will be taken for any breach of confidentiality.

All Job Holders are required to… 

·       Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.

·       Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc. 

·       Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training. 

·       Attend statutory, essential and mandatory training.  

·       Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998. 

·       Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

·       Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.