• A-Z of services
  • Transparency
  • Trust News
  • Contact us

Telephone 01737 768 511


  • Home
  • A-Z of services
    • Coronavirus: important information
    • Maternity services
    • Emergency Department
    • Outpatients
    • Cancer and diagnostics
    • All services (A-Z)
  • For Patients
    • A-Z of services
    • Inpatients
    • Outpatients
    • Support for patients
    • Senior nursing team
    • Patient advice and complaints
    • How are we doing?
    • Consultant directory
    • Other locations
    • Access to information
  • For Visitors
    • Visiting our services
    • Visiting times
    • Restaurants and shops
    • Chaplaincy
    • Ward information
    • Support for carers
    • How are we doing?
    • Getting here
    • Contact SASH
    • Infection Control
    • Privacy notice
  • For Clinicians
    • Clinician directory
    • Prescribing Formulary
    • How to refer
    • A-Z of services
    • Acute kidney injury (AKI)
    • GP Newsletters
    • Ward numbers
    • Pathology
    • Postgraduate Education Centre
    • Kent Surrey and Sussex School of Physician Associates
    • Library and Knowledge Service
    • GP feedback
  • Working with us
    • Living in Surrey and Sussex
    • Benefits for staff
    • Nursing recruitment
    • Apprenticeships
    • Work experience
    • Volunteering
    • Education, learning and development
    • Trade Union Facility Time
    • Temporary Staffing Bureau
    • Occupational health and wellbeing
  • Find us
    • Travelling to East Surrey Hospital
    • Crawley Hospital
    • Horsham Hospital
    • Caterham Dene Hospital
    • Oxted Health Centre
    • Help with travel costs
    • Support for disabled travellers
    • Contact us
  • About us
    • Latest SASH news
    • Our Board
    • Sustainability and Transformation Partnership (STP)
    • SASH+
    • Making a difference
    • Members and governors
    • Equality and diversity
    • Guide to information
    • Freedom of Information
    • SASH Charity
    • Media

‘A Day in the Life of’ Nalani Ruberoe – Medical Records Clerk

July 04, 2014
by Pareeta Nayee
Day in the life of, iFIT, Medical Records, patient records
0 Comment

Over the coming months we will highlight some of the work that goes on behind the scenes at SASH to ensure that our patients receive the best care possible. We caught up with Medical Records Clerk, Nalani Ruberoe – one of a team of 65 Medical Records staff who works tirelessly to ensure that patient records are in the right place at the right time for clinic appointments.

Can you explain what you do on a typical day?

I’m an early starter, arriving at 7.30am and finishing at 4.30pm. I spend the morning retrieving files for clinics the following day here at East Surrey Hospital and in Crawley, Horsham and Caterham.

I update the current day’s clinic list and cross check to see if any new patients have been added overnight.
I then prepare patient files for clinic. This involves updating each of them with an audit sheet – which documents a TWR (two week referral), 18 week status, their care pathway and a history sheet for the consultant to complete. As a team we look after 60 scheduled clinics, locating and retrieving around 700 patient records every week. Across all of the teams around 40,000 notes are pulled, located and prepared by our department each month.

Tell us about iFIT and the significance of using the system correctly

iFIT is a patient case note tracking system that is also known as File trail. SASH was the first Trust to use the system in this country and we went live in September 2012. The system allows the Medical Records team to file case notes into bar coded locations within the library areas
iFIT is still reliant on human input. There is a misunderstanding that the scanners around the hospital, ‘track’ notes. This is only partly correct and each file must still be manually tracked to its precise location. It is the responsibility of each individual moving a patient’s file to record its new location.

DSC_0866editedWhat is the most challenging part of your role?

Every day is a challenge! Sometimes ad-hoc clinics are added and sometimes at very short notice. As a team, we stop what we were doing and rush around retrieving files and locating sets of notes – sometimes all before 9am. It is often a case of all hands on deck! Not being able to locate a file is frustrating, compounded by the fact that this is often due to human error – where it hasn’t been tracked – as opposed to a technological error.

What is the most rewarding part of your role?

To know that I am providing the best service I can to patients and helping them – this is what gives me the greatest sense of satisfaction and fulfilment. If I know that my contribution has helped a patient receive the care and attention they need and deserve – that’s what means the most to me.

About the Author
Social Share
  • google-share

TRUST NEWS PAGE

Recent News Posts

Your local hospital needs you: local nurses urged to join the SASH nursing bank and help combat coronavirus
Jan 06, 2021
Eva O'connell receiving the COVID-19 vaccine
Health and care staff receive COVID vaccination as first jabs given at East Surrey Hospital
Jan 04, 2021
Donations from the local community support patients living with dementia with the help of SASH Charity
Dec 14, 2020

Archives

  • January 2021
  • December 2020
  • November 2020
  • October 2020
  • September 2020
  • August 2020
  • July 2020
  • June 2020
  • May 2020
  • April 2020
  • March 2020
  • February 2020
  • January 2020
  • December 2019
  • November 2019
  • October 2019
  • September 2019
  • August 2019
  • July 2019
  • June 2019
  • May 2019
  • April 2019
  • March 2019
  • February 2019
  • January 2019
  • December 2018
  • November 2018
  • October 2018
  • September 2018
  • August 2018
  • July 2018
  • June 2018
  • May 2018
  • April 2018
  • March 2018
  • February 2018
  • January 2018
  • December 2017
  • November 2017
  • October 2017
  • September 2017
  • August 2017
  • July 2017
  • June 2017
  • May 2017
  • April 2017
  • March 2017
  • February 2017
  • December 2016
  • November 2016
  • October 2016
  • September 2016
  • August 2016
  • July 2016
  • June 2016
  • May 2016
  • April 2016
  • March 2016
  • February 2016
  • January 2016
  • December 2015
  • November 2015
  • October 2015
  • September 2015
  • August 2015
  • July 2015
  • June 2015
  • May 2015
  • April 2015
  • March 2015
  • February 2015
  • January 2015
  • December 2014
  • November 2014
  • October 2014
  • September 2014
  • August 2014
  • July 2014
  • June 2014
  • May 2014
  • April 2014
  • March 2014
  • February 2014
  • January 2014
  • December 2013
  • November 2013
  • October 2013
  • September 2013
  • August 2013
  • July 2013
  • June 2013
  • May 2013
  • April 2013

Tags

AGM award awards baby bereavement cancer charity christmas coronavirus COVID-19 CQC Crawley crawley hospital Dementia diabetes east surrey hospital East Surrey Hospital. ESH east surrey macmillan cancer support centre estates and facilities Foundation Trust fundraising hot topic industrial action infection control junior doctors macmillan maternity michael wilson Michael Wilson CBE midwives NHS NHS staff survey nurses Nursing outwood ward Paediatrics Physician Associates preventing infection Redhill SASH+ sash charity strike Surrey and Sussex Healthcare NHS Surrey and Sussex Healthcare NHS Trust Surrey and Sussex NHS Trust

Follow Us

Get in touch

Surrey and Sussex Healthcare NHS Trust
Trust Headquarters
East Surrey Hospital
Redhill
Surrey
RH1 5RH

Tel . 01737 768511

Change Text Size:

  • Small  Normal  Large  ExtraLarge  
Copyright © 2019 Surrey and Sussex Healthcare NHS Trust
Disclaimer | Accessibility | Site Map | Website Policies | Web design by CREATIVEFOLKS

Enter your name, email address and a message.

Cookies

By continuing to use this site you agree to the use of cookies. Click here to find out more about the cookies we use.