Health Record Clerk (Reception)
Closing date: 19 April 2026
We are looking for an organised, efficient and flexible individual to join our Outpatients Reception team at The Thomas Linacre Centre. The role involves ensuring patient needs are central to the delivery of service while complying with all appropriate policies and procedures. Excellent customer service skills and IT proficiency are essential.
Position: 15 hours a week, 2 days a week, 8am‑5pm Monday‑Friday. Fixed‑term 12 months until April 2027, with potential for permanent status.
Main duties
Provide a responsive, efficient, and adaptable administrative service to support the effective delivery of an Outpatient department, ensuring patient needs are prioritized and all policies and procedures are followed.
Planning and Organisational Duties
* Ensure that all patients' case‑notes are prepared and available in advance of the clinic in accordance with procedure.
* Receive patients at reception and update all patient demographic details on PAS and in the case‑notes.
* Book all patient follow‑up appointments in accordance with clinic rules and handle enquiries from the general public and other staff regarding clinic bookings.
* Record all clinic outcomes and other information within agreed deadlines.
* Transport case‑notes between areas securely and confidentially in line with Caldicott guidance.
* Assist medical and nursing staff with queries during the course of the clinic.
* Handle walk‑in patients, ensuring that patient case‑notes are obtained and transported promptly.
* Provide outpatient clinic lists, booking summaries, and patient labels as required.
* Handle departmental posts in a timely manner and ensure that all consultant correspondence is taken into clinic and returned appropriately.
* Liaise with the Transport Department to meet deadlines for receipt and dispatch of case‑notes.
* Provide cover when necessary.
* Perform any other duties relevant to this grade.
Communications and Key Working Relationships
* Understand health and safety, ethical and legal issues.
* Display a professional attitude at all times when dealing with the general public and colleagues.
* Actively manage risk in compliance with the Health & Safety at Work Act 1974, reporting incidents, near misses and hazards.
* Demonstrate effective spoken communication to influence outcomes.
* Show awareness and sensitivity to patients with hearing difficulties and where language is not English.
* Receive and process telephone messages in accordance with instructions.
* Utilise the Trust’s IT resources appropriately and in adherence to policies and procedures.
* Maintain accurate, timely and legible records.
* Responsibility for all records (including patient health, financial, personal and administrative) that are gathered or used as part of their work within the Trust.
* Handle records in various formats: paper, electronic, microfiche, audio or videotapes, x‑ray images.
Responsibility for Finance
* Participate in ensuring the effective use of all financial resources for service delivery.
* Demonstrate awareness of cost‑improvement programmes within the service.
* Promote effective utilisation of resources.
* Provide the service within its financial constraints.
Responsibility for Human Resources
* Adhere to Trust Policies, Procedures and Guidelines.
* Ensure compliance with mandatory training requirements in accordance with Trust policy.
* Maintain confidentiality in accordance with the Data Protection Act 1998 and Information Governance.
Responsibility for Health & Safety
* Proactively manage risk in compliance with the Health & Safety at Work Act 1974, reporting incidents, near misses, hazards and fulfilling statutory duty of care.
Responsibility for Teaching
* Facilitate a supportive learning environment for all team members.
* Recognise and utilise effective development resources and opportunities.
* Respond to objectives and standards necessary to assure a supportive learning environment.
* Promote a culture of continuous improvement and disseminate new knowledge to colleagues.
Qualifications
* GCSE/CSE or equivalent English grade C or above.
* NVQ Level 2 Business & Administration or willingness to work towards it.
* Willingness to progress to NVQ Level 3 Business & Administration.
Experience
* Experience working in a busy, pressured, customer‑focused environment.
* Ability to work efficiently to targets and deadlines.
* Recent work experience within a healthcare setting.
* Experience with patient administration systems and processes.
Skills
* High level of customer care and communication skills.
* Excellent organisational skills.
* Ability to prioritise and manage own workload.
* IT proficiency: email, intranet, Microsoft Office.
* Adaptable to new systems/procedures.
Knowledge
* Clear understanding of customer care services.
* Ability to follow strict guidelines and procedures within a healthcare setting.
* Awareness of confidentiality and Data Protection Act.
* Understanding of customer care practices and procedures.
Additional
* Ability to fulfil the requirements of the role.
* Speak English to an appropriate standard with confidence, accuracy and correct sentence structures.
* Self‑motivation.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
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