Medical Records Team Leader - B3

Job Summary

The Medical Records Department at the [Employer hidden — sign up to reveal] are currently advertising for individuals to join our busy and active team on a full time basis, working 8am to 4pm Monday to Friday. We are responsible for the day to day management of all the patient medical notes, this includes the delivery, collection and preparation of notes for all inpatient and outpatient appointments as well as emergency admissions. The service we provide is vital to the hospital and as such we are looking for conscientious, reliable and hardworking individuals. You will also need to use your initiative, customer focus and sensitivity in order to locate notes and solve other issues and problems on a daily basis.

Main Duties of the Job

• Responsible to the Senior Healthcare Records Team Leader and supervise a small team.
• Participate in the day to day running of the Healthcare Records Department ensuring a smooth, efficient and effective service.
• Support, motivate and lead the team providing clear guidance on daily activities during the daily huddle meeting.
• Locate and retrieve healthcare records from various locations across the Trust and offsite storage.
• Liaise with staff to deal and resolve any queries relating to team activities.
• Participate and contribute to service improvement plans and support service changes.

About Us

[Employer hidden — sign up to reveal] is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. The Care Quality Commission (CQC) have given us an overall rating of Outstanding. [Employer hidden — sign up to reveal] has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

Job Responsibilities

Please see the attached Job Description and Person Specification to understand more about the opportunity this role presents you. The team leader will be responsible for one of the five team in the Medical Records Department; Front Office, Clinic Prep, Elective, Runners and the Library team.

KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

• Deal with staff issues before escalating to the Senior Healthcare Records Team Leader
• Work with the Senior Healthcare Records Manager and assist in the development and implementation of new processes to continuously improve the service of the department in line with Trust objectives
• Help deliver staff induction training to new starters in the department
• Support, motivate and lead with the other Team Leaders. Lead the daily team huddle to provide clear guidance on the plan for the day ahead and listen to any concerns raised by the team
• Monitor and report upon the performance of the delivery of Health Care Records to Outpatient, Elective Clinics and other areas within the Trust
• Work in collaboration with clinics and other locations within the Trust in the effective and efficient delivery of Health Care Records
• Deal with requests for Health Care Records promptly and correctly. Requests may be received by various means; in person, telephone, email and over the reception. Health Care records must be retrieved and made available in a timely manner

Person Specification

Qualifications

Essential: High standard of education to GCSE level or equivalent, including Maths and English and NVQ Level 3 or equivalent qualification/experience

Knowledge

• Experience of working in a customer service environment
• Experience of supervising or leading a team of staff
• Good customer service skills
• Good communication skills both verbal and written
• Ability to engage with a range of staff both internally and externally
• Standard keyboard skills
• An understanding of Data Protection Act and confidentiality

Skills and Capabilities

• Analytical Skills and Problem solving skills and ability to respond to sudden unexpected demands
• Ability to forward plan along with the ability to anticipate and resolve problems before they arise
• Ability to plan work load for the team over short and medium term timeframes.
• Ability to prioritise own work effectively and be able to direct activities of others.
• Experience of managing and motivating a team and reviewing performance of the individuals
• Ability to make decisions autonomously, when required, on difficult issues, working to tight and often changing timescales

Employer Details

Employer name: [Employer hidden — sign up to reveal]

Address: [Employer hidden — sign up to reveal], Egerton Road, Guildford, GU2 7XX

Employer's website: https://www.royalsurrey.nhs.uk/

Contact: Michael Hanham, [contact hidden], [contact hidden]