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JOB DESCRIPTION 1. JOB DETAILS Job Holder: Job Title: Health Records Manager Grade: Unit/Hospital: Location: 2. JOB PURPOSE Professional and managerial responsibility for the health records Service which is effective, efficient and responsive to the needs of users. 3. JOB DIMENSIONS The postholder will manage a team of staff comprising:- (The following is a list of possible team members the grades, numbers and permutations of which may vary from Trust to Trust) Deputy HR Manager 1 WTE PA or Secretary 1 WTE Library Staff XXX WTE Clinic Preparation Staff XXX WTE Patient Registration Staff XXX WTE PAS Trainer(s) XXX WTE Data Quality Staff XXX WTE Medico-Legal Staff XXX WTE Admissions XXX WTE Clinical Coding XXX WTE 4. ORGANISATION CHART (ACCOUNTABILITY & RESPONSIBILITY) Insert an organisational chart or attach on a separate sheet Notes for guidance The Health Records Manager should report directly to the Board Member who has corporate, executive responsibility for implementation of the Health Records Management Strategy. 5. KNOWLEDGE, SKILLS & EXPERIENCE REQUIRED 5.1 Qualifications & Training Notes for guidance a) If the Health Records Manager does not hold a recognised health records or records management qualification the Trust should be positively encouraging her/him to undertake a programme of study to gain one. b) When fully qualified the Health Records Manager should be actively encouraged and supported to undertake continuing professional development. c) At least one of the following qualifications is recommended i. Certificate and/or Diploma of the Institute of Health Record and Information Management (IHRIM); ii. IM&T Award in Healthcare; iii. Recognised Records Management qualification e.g. the training programmes in records and information management for government staff provided by the Universities of Liverpool and Northumbria in consultation with the National Archives (PRO); iv. Recognised Management qualification. 5.2 Personal attributes i. Excellent leadership and motivational skills; ii. Excellent verbal and written communication and inter-personal skills iii. A self-disciplined and self-motivated individual with the ability to work on their own initiative; iv. High level of commitment and the ability to complete tasks to strict deadlines; v. Ability to train and develop staff; vi. Good organiser; vii. A positive and flexible approach to the changing demands and opportunities of the service. 5.3 Experience i. Three to five years working in the NHS; ii. Two years management experience; iii. Experience of working with clinicians and senior staff at management level 5.4 Technical Skills i. Knowledge and experience of Patient Administration Systems (PAS); ii. Computer literacy (Microsoft). 6. KEY RESPONSIBILITIES OF A HEALTH RECORDS MANAGER: i. To audit current health records management practice and carry out an information survey of existing health records management systems; ii. To identify the required actions necessary to enable implementation of the Freedom of Information Act requirements in respect of health records; iii. To draft and/or maintain the currency of the organisation's Health Records Management strategy and have input to the wider Trust Records Management strategy; iv. To liaise and work with other employees responsible for information handling activities, e.g. the Freedom of Information Lead, the DPO and the Caldicott Guardian; v. To raise awareness of the importance of Health Records Management throughout the organisation through profile raising and a publicity campaign; vi. To promote Health Records Management awareness throughout the organisation by providing training and written procedures that are widely disseminated and available to all staff; vii. To assess the need for support staff for the Health Records Service; viii. To assess the training requirements of health records support staff and provision/arrangement of that training; ix. To provide reports on progress and improvements in respect of the Health Records Service to the Trust Board. 7. PRIMARY DUTIES & KEY RESULT AREAS i. Effective management of the departmental team; agreeing work areas, objectives and undertaking regular appraisal; ii. Membership of the senior Health Records Department management team contributing to the on-going development of the health records service; iii. To be professionally accountable for all aspects of the health records service Trust-wide, including devolved services, and to report quarterly to the Trust Board; iv. To provide professional health records advice within the Trust and to other providers as may be required; v. Responsibility for setting, monitoring and maintaining agreed Trust standards for the health records service; vi. To regularly review and revise health records policies and procedures and to monitor compliance; vii. To be the designated system manager for PAS; viii. Recruitment, selection and training of new members of staff; ix. To regularly assess the training needs of health records staff and PAS users and develop and provide training programmes appropriate to identified needs in order to maintain standards and enable staff to respond to service changes; x. Ensure compliance with statutory regulations and current legislation as appropriate to the health records service; xi. To act as Trust Lead for Controls Assurance (Standard 15 – Records Management); xii. To liaise and work with the Trust’s Caldicott Guardian on security and confidentiality of patient identifiable information; xiii. To act as Convenor/Secretary to the Health Records Committee.
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