**Internal Competitions Only Medical Record / HIPE Lead Permanent, Full-time, Clerical Grade V Job Summary: The Healthcare Record Team Lead will provide clerical/administrative support services to clinical specialities in the hospital as designated by the Patient Services and Corporate Data Manager, which may be changed as necessary to meet the requirements of the service.
Accountable to: Patient Experience and Healthcare Data Manager or designated deputy.
Communication: The proper performance of these duties will require liaison and communication with the interdisciplinary team, and with patients and staff throughout the hospital, as well as with outside agencies as required.
Overview of the Role The Grade V Officer will be the team lead for administration in the healthcare records.
They will lead in the clerical/administrative support services to the specific clinical specialities in their designated area.
In doing so they will be responsible for compliance with the hospitals policies and procedures in carrying out the role in a professional and efficient manner.
ACCOUNTABLILITY, DUTIES AND RESPONSIBILITIES General Accountability
• Supervise and support the healthcare records team, ensuring high performance and adherence to best practices.
• Oversee the secure management, storage, retrieval, and disposal of patient records per legal and hospital guidelines.
• Ensure staff adhere to GDPR, data protection laws, hospital policies, and best practices regarding healthcare records and patient data.
• Keep up to date with all relevant mandatory training for the department.
• Foster a culture of continuous improvement and accountability.
• Ensure compliance with national and international coding standards.
• Provide detailed reports and recommendations from healthcare records and HIPE coding data to line manager and relevant hospital committees.
• Assist in reviewing, updating, and implementing relevant hospital policies and procedures.
• Be required to be flexible to work in all relevant service areas and fulfil the duties associated with same.
• Demonstrate behaviour consistent with the values of the hospital.
Specific Accountability
• Report to Patient Experience and Healthcare Data Manager or designated Deputy.
• Lead the clerical/administrative support staff in the provision of administrative services to specific clinical specialities in the hospital as designated by the Patient Experience and Healthcare Data Manager.
• Actively manage and co-ordinate their designated area of work.
• Be responsible for the supervision of clerical staff, where appropriate.
Outline of Duties and Responsibilities
• Pull all HCRs on request/track out to relevant area on EPR system (TrakCare).
• Prepare trolley of HCRs for delivery to OPD.
• Deliver and collect HCRs to/from programme areas.
• Track HCRs back into Healthcare Record library and file.
• Photocopying of HCRs requested by FOI Officer.
• Regular weeding of HCR library and filing of HCRs into secondary storage.
• Maintain log of HCRs in secondary storage.
• Maintenance of HCRs in general, replacing worn charts, etc., colour and year coding of HCRs.
• Liaise with other departments as required with regard to HCR requirements.
• Participate in regular HCR audits.
• Provide information with regard to HCRs as required by hospital managers and other staff.
• Support manager in production of activity data as required.
• Coordinate the ordering/maintenance of stationary supplies for the HCRs area.
• Identification of charts for HIPE coding/collection of charts where appropriate.
• Extract the clinical information regarding diagnoses and procedures recorded in the patient medical records in accordance with Irish Coding Standards (ICS) in the first instance and Australian Coding Standards (ACS)
• Coding the diagnoses and procedures using the current classification system according to the rules of ICS & ACS.
• Validate and check own work at regular intervals to ensure completeness and accuracy using, as appropriate, relevant ICT tools including CHECKER & PICQ to assist in this duty.
• Ensuring that patients' record charts are coded consistently and accurately in timely manner.
• Maintain and update coding knowledge and attend relevant education activities.
• Correct all coding queries returned by the HPO & PICQ in a timely fashion.
• Responsibility for liaison with the IM&T Department to ensure efficient operation of the HIPE software.
• Know how to run patient and discharge reports from the HIPE system.
• Reporting HIPE data as required, including uploading HIPE data to ESRI.
For informal enquiries, please contact Dr. Carol Barton, Patient Experience & Healthcare Data Manager by email ****** Shortlisting will be carried out on the basis of the information supplied in your CV.
The criteria for Shortlisting are based on the requirements of the post as outlined above.
Failure to include information regarding these requirements may result in you not being called forward for the next stage of the selection process.