Health Records Officer

Job Overview

• Maintain a sound working knowledge of the NHS Wales Patient registration system.
• File live and deceased patient medical records accurately and in a timely manner.
• Track, locate and retrieve live and deceased patient medical records.
• Maintain indexing systems for over 3 million records stored across multiple storage areas at NWSSP-PCS offices.
• Have knowledge of GDPR, the Freedom of Information Act and Caldicott arrangements.
• Welsh language skills are desirable, though Welsh or English speakers may apply.

Detailed Job Description and Main Responsibilities

• Process, prepare and verify items for transfer via courier mail services.
• Organise and disseminate incoming courier post.
• Compile and generate report prints for the dispatch of FP22 forms to doctors’ practices.
• Prioritise activities based on customer demand, including same-day requests for records and high-priority scanning.

Improvement and Monitoring

• Make daily judgements to determine the timeliness and method of transfer when requests are made.
• Weekly judgements to determine whether patient-identifiable material can be indefinitely destroyed.
• Evaluate security, reliability and value for money when transferring material between locations.
• Identify and act on outstanding medical record lists for requests from practices and other health organisations.
• Accept and log medical records received from surgeries or other agencies via internal mail and external courier.

Communications

• Communicate daily with staff, managers and clients across Wales regarding archive-related queries and requests.
• Investigate and resolve telephone, email and fax queries from general practices, clients and other NHS organisations.
• Liaise with former practice(s) to recover or re-construct an MRE in full or in-part when necessary.

Finance and Budget

• Deliver and collect archive material to and from NHS premises across Wales, using appropriate transport.
• Assist with other duties within PCS, including post-room functions.
• Use equipment such as ladders, roll cages, pallet trucks and trolleys in accordance with safe systems of work and training.
• Assist with monthly health and safety checks, racking, and general housekeeping.
• Maintain a safe and secure storage archive facility on behalf of NWSSP-PCS/HBs in Wales.

Management, Leadership and Training

• Train others in processes and procedures for storing and retrieving medical records and archiving.
• Interpret retention documentation and communicate requirements to others.
• Perform duties without direct supervision and prioritise activities as required.

Digital and Information

• Maintain a working knowledge of the NHS Wales Patient registration system and related procedures.
• Contribute to new initiatives to drive continuous improvement and efficiencies.
• Assess daily that archiving received is compliant with policy, including the proposed retention period.
• Respond to changing requirements of medical record transfers and adapt processes accordingly.
• Maintain filing systems for suspense and deceased medical records.
• Retrieve medical records from the storage filing system upon request from surgeries, HBs, solicitors and other organisations.
• Compile accurate entries to generate labels for processed medical records.
• Use bespoke systems to support movement of records, updating the NHS Wales Patient Registration System with transfer details.
• Use databases and software (e.g., Patient Demographic System, MS Excel, MS Word, MS Outlook) to manage requests in the all-Wales Archive Repository.
• Periodically check deducted patients’ MREs from the live-suspense archive to ensure they have not been re-accepted by another GP practice.

Knowledge of NHS Records Retention requirements is essential.

Requirement to input information to the national database pertaining to the transfer of patient medical records for patients residing in Wales or cross-border in England.

Welsh language skills are desirable.

We are committed to flexible working and equal opportunities.

To work in the UK, all candidates who are not UK or Republic of Ireland nationals require sponsorship to obtain either a Health and Care visa or a Skilled Worker visa.

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