Main area: Clinic Preparation
Job title
Clinic Preparation Clerk
Band
Band 2
Contract and hours
Contract: Fixed term 12 months. Hours: 27.5 hours per week, Monday to Friday core hours 8am–5pm.
Job reference
Job ref 272-7126415
Employer
Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust
Site
Montagu Hospital, Mexborough
Salary: £24,465 pro rata per annum
Salary period: Yearly
Closing: 02/10/2025 23:59
Overview
The Medical Records Department provides comprehensive clerical support to the Trust in all aspects of patient records. The post holder will work within the Montagu Hospital records office and will help ensure patients’ casenotes are available to support patient care. We securely store approximately 1.8 million volumes of patient records in 9 libraries across three Trust sites. The role involves liaising with multiple areas, departments and personnel and handling confidential information in line with Trust policies and WE CARE values.
Main duties of the job
* Ensure patients’ casenotes are available at the point of care.
* Pull and file medical records using Terminal Digit Filing and location-based filing systems; record casenote transfers on iFIT.
* Locate, prepare (to a required standard) and deliver casenotes for outpatient clinics according to departmental guidelines.
* Merge and amalgamate casenotes to ensure the correct/relevant volume is available at the point of care.
* Liaise with other departments, hospitals, GP practices and external organisations as necessary to ensure data on Trust computer systems is correct.
* Tag and associate casenotes correctly and correct any errors.
* Participate in the culling of casenotes in line with the Retention Policy.
Working for our organisation
DBTH is one of Yorkshire’s leading acute trusts, serving a population of more than 440,000. Our services are based across three main hospital sites and several additional services, employing over 7,000 colleagues. We promote flexible working and will consider arrangements that work for the service, patients, and staff. We are an equal opportunities employer and encourage applications from all sectors of the community, including under-represented groups, people with disabilities, ethnic minorities and LGBTQ+ communities.
We offer a range of benefits, including:
* Extensive learning opportunities
* NHS Pension Scheme
* Generous holiday entitlement in line with Terms & Conditions
* Health and wellbeing support
* NHS Car Lease schemes and salary sacrifice options
* Discounts on restaurants, getaways, shopping and more via external providers
Detailed job description and main responsibilities
Please see the attached job description and person specification for further details. Read the document carefully. If your application is successful you will be required to present original certificates of qualifications listed in the person specification under essential.
Certificate of sponsorship
Applications from individuals who require Skilled Worker sponsorship will be considered alongside all other applicants. For eligibility information visit GOV.UK. Note: from 9 April 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.
Person specification
Qualifications & Training
* GCSE/O Level English or equivalent experience
* GCSE/O Level Maths or equivalent
* RSA Level 1 keyboard skills or equivalent experience
Knowledge & Experience
* Admin experience including filing and data input
* Ability to manage own workload
* Experience handling large volumes of work with strict deadlines
* Observation of Trust Policies on handling confidential information
* Previous NHS or records experience
* Experience of working with Patient Administration Systems
* Experience with filing systems
* Experience in a patient-focused environment
Personal Attributes & Skills
* Ability to work within a team
* Proven communication skills with staff, patients and the public
* Accuracy and attention to detail
* Ability to meet deadlines and work under pressure
* Problem solving skills and ability to work independently
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Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, personalise this information and your supporting statement. Tools cannot fully grasp the job requirements or reflect your skills and experience accurately. Do not rely solely on AI.
1. AI-generated statements may lack relevance or specificity to the criteria.
2. AI-generated content may be ambiguous or misinterpreted by hiring managers.
3. AI-generated content may include qualifications or experiences you do not possess, potentially leading to misrepresentation.
* Please note that all correspondence will be sent via email. If offered a job, information will be transferred to the NHS Electronic Staff Records system. By submitting an application you authorise the Trust to confirm previous NHS service details via ESR IAT if appointed.
* We reserve the right to close this advert early if there is a high number of applicants.
* The Trust is committed to Equality Act 2010 and welcomes applications from all sections of the community.
* All employment is subject to NHS employment checks, including identity, eligibility to work, references, qualifications, professional registration, DBS (where required), and occupational health checks. The DBS check may be charged to the candidate if appointed; payment may be in two instalments at commencement.
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