Job Description Job Details Job Title: Health Records Library Service Manager Hours of Work: 37.5 Department/Ward: Division: Base: Health Care Operations Clinical Support Services Multiple Reporting Arrangements Managerially Accountable to: Health Care Administration Manager Professionally Accountable to: Responsible for: Operational and Project Management of the identification, monitoring and retrieval of Health Records Documentation to support clinical and corporate activity. Job Purpose: 1) To manage the Operational and Project Management duties of the Health Records Services of the Trust. 2) To play an important role in ongoing service development initiatives in this area through the application of proven skills and competence. Together with a pragmatic and logical approach to prioritisation of work, achieve common goals and objectives through inter-departmental co-operation and support. 3) Assume responsibility for the Access to Health Records Function in the absence of the Information Governance Access Manager. Organisation Chart Health Care Operations Manager Elective Care Services Manager Health Care Administration Manager Health Records Service Manager Health Records Library Supervisors Health Records Assistant (Higher Level) RAEI, Leigh and Wrightington Health Records Logistics Officers
Duties And Responsibilities Key results from the postholder 1) To adopt a hands-on approach to the management of the Health Records Services Team in order to have first hand experience of issues and problems relating to the provision, preparation, storage, archiving and destruction of Health Records / X-Rays. 2) Responsible for ensuring staff and self work towards agreed objectives within organisational and professional policies and procedures and to defer to Health Care Administration Manager where problems may arise. 3) Identify and implement any manual handling equipment which is suitable for the tasks undertaken within the Health Records Library and other locations as appropriate. 4) Ensure all health records are transported in the correct manner by Health Records Library staff. 5) Implement systems that allow staff to transport health records in a safe, secure and confidential manner. 6) Adapt to the daily changes of work patterns and to be responsible for a pro-active approach to the daily duties within the Health Records Services. 7) Manage an often unpredictable service and work pattern to a high level. 8) Manage the operational demands of the service and identify and inform the Health Care Administration Manager of any Strategic impacts on the operational service. 9) Liaise with external organisations concerning the provision and maintenance on clinical records. E.g. DTI, IHRIM, DoH, StHA 10) Represent the Health Records Service at both internal and external meetings. 11) To communicate service notices/policies/procedures regarding health records to own and other Departments. 12) Communicate training techniques and practices required for developing own and other staff. 13) Provide advice and guidance to multi-disciplinary groups regarding legislation governing health records. 14) Provide advice and guidance to outside agencies e.g. Solicitors, Social Services, PCTs etc on Access to Health Records function in the absence of the Information Governance Manager. 15) Provide advice and guidance to patients and staff on the Access to Health Records function in the absence of the Information Governance Manager. 16) Benchmark local services against other Health Records Libraries to establish best practice and policies to support ongoing projects. 17) Responsible for assisting Health Records staff problem solving and using outcomes to determine service improvements 18) Responsible for ensuring Health Records staff are provided with guidance on the Data Protection Act / Caldicott Issues, Records Management Code of Practice, Access to Records and all current legislation. 19) Using available information/statistics identify storage issues and inform Senior Managers of any requirements. 20) Assist in the planning, monitoring and evaluation of the movement of Health Records within the current storage facilities in order to ensure adequate storage space within the Health Records Libraries. 21) Plan and organise collections and deliveries of health records from all designated locations on the three main hospital sites. 22) Plan and co-ordinate the collections and deliveries of health records from all Library storage facilities, mainly off-site storage areas. Planning and organisational tasks / duties 23) Organise meetings with relevant Departments to formulate service developments ensuring compliance with legislative changes relating to health records. 24) Assist in formulating Policies & Procedures incorporating all legislation governing health records and to disseminate to appropriate multi-disciplinary staff groups. 25) Contribute to the Health Records Management Strategy incorporating any changes into the operational practices. 26) Attend meetings with multidisciplinary staff to discuss changes to policies or procedures that affect Health Records staff.
27) Assist in the development of service plans which support the progress towards the operation of a Closed Library Service within the Trust and establishment of a system of 24-hour retrieval for casenotes by library staff. 28) Develop strategies to facilitate improvements in the storage of casenotes with other managers / staff groups as appropriate and Project Manage approved improvements. 29) Formulate and implement policies and procedures concerning the sorting, consolidation and destruction of casenotes in compliance with the DoH Records Management Code of Practice. Patient / service user related tasks /duties 30) Responsible for providing advice and guidance to patients/clients via all forms of communication on nonclinical matters. 31) Provide advice and guidance for all Access to Records Requests in the absence of the Information Governance Access Manager. 32) Responsible for dealing with patient complaints and queries, either by telephone or face to face, resolving any issues they may have to a satisfactory conclusion. 33) Responsible for ensuring staff have the appropriate skills to deal with direct patient contact and to support such staff in adverse circumstance. 34) Responsible for ensuring all health records / X-Rays are provided, maintained / stored appropriately within the Health Records Libraries and Storage Areas in accordance with NHSLA, Standards for better Health, Data Protection, Caldicott and Public Record Standards. 35) Responsible for ensuring all patients/client are dealt with sensitively, empathetically and with reassurance. Responsibilities for information resources 36) Manage and support the following operation functions of the Records Library in accordance with available resources:- a. The location and retrieval of casenotes from the libraries and storage facilities. b. Controlling and monitoring the movement of casenotes, both within and between hospitals by ensuring the efficient use of the Casenote Tracking System. c. Filing of casenotes d. Download of Casenote Tracking Data. e. Download of health record status f. Download of backup database to allow the identification of patient records during system downtime 37) Use information and statistics to identify Health Records Projects relating to the storage, movement, retention and disposal of Health Records in all locations. 38) Identify and monitor Key Performance Indicators for the Health Records Service. Responsibilities for human resources 39) Operational management of the day-to-day duties of Health Records Library staff in order to maintain and co-ordinate a quality Trust Heath Records Service. 40) Management and movement of staff when required to ensure Health Records Project work is completed as per the approved timescale. 41) Management of the Access to Health Records staff in the absence of the Information Governance Manager. 42) Responsible for the recruitment and selection of Library staff in consultation with the Health Care Administration Manager. 43) Responsible for the provision of appropriate staffing cover within the Trust s Library Service, to meet the ongoing Service needs. 44) Undertake annual performance appraisal interviews with the Health Records Staff. 45) Monitor sickness absence within the Records Libraries and implement the Trust Policy when appropriate. 46) Maintain personal folders for all staff. 47) Arrange all appropriate training for staff as identified via the Personal Development Plan and KSF. 48) Responsible for ensuring all Health Records Library staff input information accurately and timely onto the Patient Administration System including health record tracking, X-Ray Tracking.
49) Responsible for ensuring manual handling aids i.e. trolleys, scissor tables, stair climbers etc are available and in working order and that Health Records Library staff have appropriate skills to utilise. 50) Responsible for ensuring all requirements regarding equipment and resources are available for Health Records Projects in conjunction with Health Care Administration Manager. 51) Responsible for ensuring all staff are treated fairly and within the provisions and spirit of the Trust s Equality, Diversity and Inclusiveness Policy. 52) Assist in the production of risk assessment analysis for all situations pertaining to Health and Safety Risks for all storage areas. 53) Ensure all staff are aware of the Health and Safety requirements both personally and departmentally. 54) Ensure compliance with the Working Time Regulations. 55) Responsible for the reporting of all high level risks to Senior Management. Responsibility for financial resources 56) Responsible for the maintenance of all equipment, (office, manual handling, racking systems) and informing the Health Care Administration Manager of future requirements. 57) Identify all financial and physical requirements required in relation to Health Records Projects. 58) Responsible for the ordering of all office supplies. 59) Demonstrate awareness of the need for Cost Improvement Programmes within the service. 60) Promote effective utilisation of resources. 61) Provide the service within its financial constraints and report any additional resource requirements. 62) Authorised signatory. Research 63) Liaise with the Health Care Administration Manager to establish audit mechanisms in compliance with NHSLA, Information Governance and Standards for Better Health in order to monitor the quality of casenote management and storage. 64) Liaise with the Health Care Administration Manager in the evaluation and implementation of developments to improve the content and storage of casenote systems. (e.g. Electronic Patient Record, Digitisation of Health Records). 65) Implement and undertake audits on the standard of casenotes returning to the Library and report problem areas to relevant managers / corporate committees. 66) Identify and refer problem areas to the Health Care Administration Manager with regards to the management of clinical records that are beyond the normal expected sphere of capture within the role. Teaching 67) To formalise and implement Education and Training for new staff with Health Record responsibilities in liaison with other Departmental Managers, using experience and knowledge gained via external organisations i.e. IHRIM, Royal College of Physicians, and NHSLA Guidance. 68) Co-ordinate and identify Education and Training requirements (in consultation with HR) to meet the needs of Health Records Service involving HR and other External Agencies as appropriate. 69) Maintain a self-development education and training portfolio. 70) Keep up to date with Professional Health Records & Data Processing and Analysis competencies as part of a continuing professional development plan.
Statutory Inclusions There are a number of standard job description clauses which must be included. These are as follows: Any other duties appropriate to the grade. Compliance with the Data Protection Act 1998 and Information Governance the postholder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust s affairs or dealings which may come to their knowledge during employment. Compliance with the Health & Safety at Work Act 1974 the postholder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Compliance with Trust Policies and Procedures including the Code of Conduct. Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images. The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.