Patient Records and Digitisation Services Co-ordinator

Employer information

Flexible working

Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.

Job overview

To ensure that clinical documents are prepared correctly and scanned in for clinics and admissions as well as clinical documents not processed in the our electronic patient records.

Support the senior line management team with co-ordinating workload in the scanning bureau and health records areas. Liaising closely with the Deputy Operational Manager in supporting colleagues and junior teams.

Post holders will partake on a rota to ensure we have cover 365 days per year (including public holidays & Christmas Day) as well as a Saturday rota as applicable.

Please note this role can be physically demanding and will require candidates to access various departments across the hospital sites.

Please note there a two positions we are recruiting for

Post 1 - 37.5 hours, 12 months contract at Birmingham Children's Hospital.

Post 2 - 37.5 hours, Permanent at Birmingham Women's Hospital.

Main duties of the job

The post holders will prepare documents for clinic attendances and admissions for scanning into the patients electronic paper records so that the clinical staff can deliver a safe attendance for the patient.

Clinical documents are also required to be scanned for post appointment and admissions and any patient related documents not recorded in the electronic paper record (e.g. copies of external documents).

They will also rotate with staff in the health records library, pulling notes for clinics and admissions, pull casenotes if requested, filing of casenotes, weeding, dealing with telephone and electronic requests for staff across the Trust.

Working for our organisation

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.

Person specification

OTHER REQUIREMENTS

Essential criteria

• Demonstrate alignment with the values and beliefs of the Trust
• Demonstrate an understanding of the practices of equality and inclusion in the delivery of this role

PERSONAL SKILLS / ABILITIES AND ATTRIBUTES

Essential criteria

• Ability to contribute to team working and to develop good working relationships
• Able to remain calm under pressure.
• Ability to use initiative
• Demonstrate a commitment to delivering quality service
• Committed to undertaking training to fulfil the requirements of the role.
• Articulate, methodical and able to work well within a team.
• Reliable, organised, dedicated, punctual & flexible to changing situations

PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE

Essential criteria

• Computer skills including MS package
• Able to lift heavy files and able to use stepladder to retrieve files.

Desirable criteria

• Training on the electronic scanning of medical Records process
• Experience working in a co-ordinator role
• Experience supervising junior staff
• Relevant evidence of working with EPR system or Equivalent

Analytical and Judgement Skills

Essential criteria

• Able to be meticulous and thorough with details.

Desirable criteria

• Ability to work under pressure using information to seek solutions to problems

KNOWLEDGE & NATURE OF EXPERIENCE

Essential criteria

• Previous experience in very busy administration environment.
• Ability to accurately file in strict alpha/numerical order
• Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
• Ability to make decisions on situations/courses of action which require analysis
• Knowledge and Understanding of the Data protection act 1998 and patient confidentiality.
• Ability to concentrate frequently when inputting data and answering queries.

Desirable criteria

• Knowledge of hospital departments
• Work in NHS admin role
• Related experience in NHS administration role or equivalent environment

QUALIFICATIONS

Essential criteria

• NVQ level 3 in admin or equivalent relevant qualification
• Educated to GCSE or equivalent level - English & Mathematics

Additional employer information

Sponsorship

Please note, visa sponsorship is only available for certain roles in line with current UKVI regulations. Please ensure the role you are interested in meets the criteria for sponsorship before submitting your application. If you would like more information, please visit: UK Visas and Immigration - GOV.UK

Artificial Intelligence (AI)

We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role. Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.

Applications that rely too heavily on AI tools can appear generic and lack the detail we need to assess your skills and experience. Such applications will unlikely be progressed to interview.

Reasonable Adjustments

BWC is proud to be a Disability Confident Employer, committed to fostering an inclusive environment for those with a disability, long term health or mental health condition. The Disability Confident scheme means we actively encourage applications from people with disabilities, long term health or mental health conditions, and we want to ensure our recruitment practices are inclusive and accessible to all. Our aim is to get the best out of every individual and if successful for interview, you will be asked if you require any reasonable adjustments (special requirements). We will strive to support and accommodate these requests where possible.

Safeguarding

As a Trust employee you are required to comply with all legislation and guidance relating to safeguarding children and adults with care and support needs, and promoting their health and welfare. You are required to inform the Head of Safeguarding of any safeguarding concerns about your own children or children you live with. This information will be treated in a confidential manner.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Documents to download

• Patient Records and Digitisation Services Co-ordinator (PDF, 334.8KB)