Medical Records Team Leader

Job Summary:

Medical Records Department

The Healthcare Record is vital in the delivery of safe, high quality care to patients.  The Medical Records Department works with other hospital departments to ensure Healthcare Records are managed in such a way as to comply with the HSE Standards & Recommended Practices for Healthcare Record Management 2011.  Staff working in the department must be familiar with these standards and with all local policies and procedures for Healthcare Records Management. The Medical Records Department is divided between a number of sites within the hospital and the post holder may be moved between these as the service requires.

The Health Records Team leader - Grade IV is required to be flexible, and undertake duties to support the work of the department as a whole.  This can range from answering the phone, tracking, filing and retrieving charts, dealing with queries and complaints to assisting with managing and training of staff as required.  The Grade IV Clerical Officer Team Leader may also be required to assist with audits, record data, present findings and participate in meetings and committees as deemed appropriate by their line manager.

Principal Duties & Responsibilities:

General Duties

• Provide an effective and efficient service in the areas assigned to all staff of Beaumont Hospital
• Responsible for locating missing patient records within the medical records library.
• Meet daily deadlines for services requiring patient records on and off campus.
• Coordinate return of all charts to Medical Records from services throughout the hospital.
• Pulling chart lists as required and as assigned by Health Records Manager.
• Pulling Research lists, Private Clinic Requests, Patient Accounts list and any other adhoc lists assigned.
• Dealing with all telephone requests.
• Providing cover from 9am-5pm in office and ensuring cross-cover at lunch-time.
• Ensuring filing in the department is up to date.
• Assist as needed with daily operating problems.
• Attend departmental meetings and represent/deputise for Department Manager when required.
• Supervise and initiate training of any staff assigned to the area.
• Maintain good working relationships with all members of staff.
• Maintenance, problem identifying and solving of issues in the department.
• Aid in the introduction and implementation of new initiatives in the department.
• Maintain the general up-keep of the library in partnership with other Team Leader.
• Maintain accurate statistics relating to all relevant areas.

Other Duties

• Carry out audits as required.
• Participate in hospital committees / working groups as required.
• Other duties as may be deemed necessary in the future with changes in Medical Record Management policies and practices.

Personal

• Ensure adherence to flexi-clock conditions.
• Ensure compliance with hospital policies regarding absenteeism and other HR policies as available on the hospital intranet.
• Ensure compliance with mandatory training eg. Hand hygiene, manual handling and fire training.
• Undertake such training as is made available or is deemed necessary to ensure efficient work practices eg. Computer skills training, Healthcare Records Management etc.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Selection Criteria: 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. 

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Mandatory:

1. Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C or equivalent on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Desirable / Post Specific Requirements:

• Excellent MS Office Skills.
• Knowledge and experience of using an email system effectively e.g. Outlook and experience using intenal management systems eg. BHIS, IPMS ,etc.
• Highly motivated, enthusiastic with skills and experience in the area of healthcare.
• Experience working in a Clerical healthcare role for 1 year or more and general knowledge of the health service and how it works.
• Supervisory experience.
• Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner.
• Excellent planning and organisational skills including using computer technology effectively.
• Commitment to providing a quality service and customer service skills.
• Flexibility, problem solving and initiative skills including the ability to adapt to change.
• The ability to work both independently and as part of a team.
• Experience in a leadership role.
• Satisfactory relevant experience which encompasses demonstrable equivalent skills.
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Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)