UHN Records Management Team Leader

Detailed job description and main responsibilities

Key deliverables: 
• Act as the expert source of advice and expertise in respect of Records Management for UHN
• Leadership of Medical Records department to provide an efficient, timely and customer-focused Medical Records Service that meets the organisations requirements.
• You will be responsible for leading the Medical Records teams at both Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust team to deliver a high quality service ensuring the team exceed agreed service level agreements, supporting the team to ensure that services provided across Medical Records are effective, meet the clinical and business needs of UHN, and represent best value for money
• Responsibility for operation and maintenance of the Trusts Electronic Document Management System (EDMS)
• Attain and Maintain compliance of the BSI 10008 accreditation for Medical Records for UHN.
• In conjunction with the Head of Records Management, plan improvements to ensure Medical Records systems are reliable and resilient, and that robust arrangements for maintenance are in place and regularly assessed.

• Negotiate with external organisations over service issues e.g. third party suppliers, other NHS organisations, to ensure any outstanding issues are resolved to the satisfaction of the Trust
• Champion and role model the Groups values and behaviours and support others in doing so to deliver the Group Vision and Mission successfully
• Work collaboratively with the Head of Records Management implementing the Trusts strategy for the management of all clinical and corporate records both digital and paper
• Ensure that the Department is staffed according to the organisations requirements co-ordinating annual leave and maintaining an accurate record of attendance on the Trusts rostering system.
• Work with the UHN Head of Records Management to ensure the appropriate retention criteria is applied to all medical and corporate records
• Contribute to the departments delegated budget to ensure the team is effectively resourced. Ensuring that the budget is effectively managed in relation to stationary, consumables, training and development costs
• Be responsible for the purchasing of supplies to ensure the effective delivery of the Medical Records departments key functions
Medical Records Improvement and Support
• Work with the Head of Records Management in preparing business change and training strategies to support movement to electronic first. Dealing with contentious issues, negotiating and persuading senior clinicians to support and utilise electronic solutions. 
• Understand the need for improvement and change when the Medical Records Departments are under considerable pressure, to make recommendations and implement new processes which will improve the service
• Responsible for ensuring the electronic patient record requirements are incorporated into future clinical systems procurements and deployments.
• Reduce the Trusts reliability on the paper Medical Records in compliance with BSI standard 10008.
• Responsible for identifying requirements for changes and enhancements to the EDMS to improve the experience of clinical and administrative users of the information.
• Be responsible for the planning and performance of the team, ensuring appropriate prioritisation of tasks
• Lead on the short -term planning to ensure that regulatory compliance is achieved 
• Contribute to medium and long-term planning, as directed by the Head of Data Security and Protection for UHN to ensure a long term vision is in place for the development, focus and potential of the team, recognising the need for improvements and make recommendations which are followed through and implemented to provide efficiencies and benefits where possible

• Support the Head of Records Management when responding to complaints in relation to Records Management via the Information Commissioners office or the public.
• Support the Head of Records Management with Data Security and Protection incidents and investigations 
• Escalate to The Head of Records Management if performance indicators demonstrate non-achievement against expected standards
• To ensure that the Trust is compliant with DSP Toolkit outcomes and evidence in relation to Records Management.
• Ensure ongoing maintenance of the Trusts Electronic Document Management System (EDMS) including document taxonomy
• Ensure requests for updates to patient demographics on Trust clinical systems are actioned appropriately by Medical Records staff

Leadership
• Line Management responsibility for the teams at both sites, creating the environment for happy, motivated and highly-performing teams. 
• Direct line management of Medical Records Advisors
• Ensure best practice in managing staff is adopted and maintained, including regular performance appraisal, effective two-way communication and implementation of processes to ensure personnel work in a responsible, safe manner and have due regard for health & safety regulations. 
• Provide a supportive environment for staff within the department and ensure appropriate training, development and succession planning.
• Support the Head of Records Management with the organisational change to the Medical Records Department as they move from paper management to electronic, which will have significant impact on roles and responsibilities.
• Contribute to the development and implementation of the Group Digital Strategy, in line with Group, Trust and National priorities and initiatives, and leading digital techniques.
• Contribute to the financial performance of the Service
• Recruit, motivate and manage staff employed in the Medical Records department including the identification of candidates and managing the recruitment journey through Trac
• Deputise for the Head of Records Management as required.
Technical Service Delivery
• Ensure that records are scanned and made digitally available for specified clinics including peripherals specified timescales. 
• Investigate complex situations within the department, in particular with regard to missing patient files
• Ensure all health records handled are kept in good condition, details updated, repairs made etc
• Ensure that the storage areas are maintained in a tidy and workable condition, reporting and monitoring lighting and equipment problems as appropriate to the Estates Department

• Ensure accurate recording of digital record availability and risk issues surrounding the record, evaluating risk forms and contributing to operational measures to minimise non-availability.
• Maintain the security of the department and ensure patient confidentiality at all times, and ensure that the intercom system are responded to as required.
• Manage the processing, updating, storage, retrieval and destruction of patient records ensuring that Trust and Statutory guidelines, including GDPR, are strictly adhered to.
• Support the Request for Information Team leader with subject access requests in accordance with the Data Protection Act and ensure compliance with health records legislation, ensuring that records are made available for the Request for Information Team to process Subject Access Requests 
• Using initiative to plan work to ensure effective service delivery, you will resolve conflicting timescales and priorities independently and exercise judgement and discretion to resolve issues. 

Performance 
• Ensure that the Department is staffed according to the organisations requirements.
• Take an active role in the relevant governance groups, which report to the Trust Board, providing activity statistics to these groups with regard to the Medical Records Service and the structure and content of the healthcare record.
• Facilitate change and ensure that all service improvements are sustainable in order to allow continued management and integration into the mainstream.
• Undertake work-based audits and surveys within the department and with the clinical and administrative customers for use in operational planning and development of the service.
• Ensure that any issues with performance, sickness and absence, return to work interviews, appraisal, risk assessments and general staffing are managed in line with the Trusts policies and procedures
• Contribute to the setting of performance standards for the medical records departments, including KPIs, monitor achievement against these, review working practices and devise improved ways of working where necessary to enhance the efficiency and effectiveness of services delivered.

Policies and Procedures 
• Contribute to a comprehensive health records strategy to meet the changing organisational requirements for real time access to patient records, incorporating technical advances in health records delivery with particular reference to the development of clinical noting, electronic prescribing, electronic observations and EPR and how they relate to an integrated patient record.
• Support with the development and maintenance of a comprehensive Records Management Policy incorporating relevant legislation and guidelines. 
• Understand audit trails on Trust Clinical Systems.
• Understand and be prepared to implement the Major Accident Procedure, participate in any training and contribute to the Medical Records role.

• Liaise with internal and external auditors to ensure that an appropriate audit programme is in place, commensurate with risk and all accepted audit recommendations are completed promptly
• Maintain policies, procedures and documentation to support the ongoing compliance of the BSI accreditation for the Medical Records department.
• Any other adhoc duties as reasonably requested by the Head of Records Management