Health Records Clerk
Closing date: 23 June 2026. At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
The Health Records Clerk provides essential clerical and administrative support to the Health Records function, contributing to the effective delivery of patient care by ensuring that patient information is accurately processed, scanned, and made available to clinical teams when required.
Responsibilities
The post holder will carry out a range of routine but important tasks, including the preparation, scanning, indexing, filing, tracking, and storage of patient health records in both paper and electronic formats. This role involves scanning clinical documentation onto the electronic patient record system, ensuring documents are complete, correctly labelled, and of an acceptable quality in line with local procedures.
The post holder will be required to handle confidential and sensitive information and must adhere to data protection legislation, confidentiality requirements, and organisational standards at all times.
* Prepare patient health records for scanning in accordance with local procedures, including sorting, removing staples, and checking documentation is complete.
* Scan, index, and upload patient documentation to the electronic patient record system accurately and in a timely manner.
* Carry out basic quality checks on scanned documents to ensure clarity, correct patient details, and accurate document type allocation.
* File, retrieve, track, and store paper health records using electronic tracking systems.
* Respond to routine requests for patient records from wards, clinics, and departments, escalating issues as required.
* Assist with the archiving, retention, and disposal of records in line with retention schedules and Trust policies.
* Maintain confidentiality and security of patient information at all times, adhering to Data Protection legislation.
* Follow clear instructions, standard operating procedures, use basic IT systems and office equipment, including scanners, computers, and tracking systems.
* Highlight missing, misfiled, or damaged records to the appropriate supervisor.
* Maintain a tidy and safe working environment in line with health and safety requirements.
Scanning Tasks
* Receive documents into the department for scanning.
* Prepare information to the specified standard operating procedure.
* Ensure information is scanned to the specified quality, using the data capture software and Electronic Document Management System, raising issues as necessary to the line manager.
* Undertake quality checks of scanned images.
* Work frequently with PC and scanning equipment, requiring periods of sitting.
* Maintain concentration to ensure information is scanned appropriately to the correct record and to the required quality.
* Use health records trolleys containing records; occasional pushing of trolleys will be necessary.
Library Tasks
* Work within the Health Records library responding to electronic requests for previous Casenotes.
* Respond to telephone calls to the department.
* Generate new Casenote volumes for future inpatient activity.
* Participate in the retention and destruction programme for health records, identifying those records that meet the Code of Practice for Records Management minimum retention period.
* Respond to calls to the department for urgent requests for Casenotes.
* Use the Casenote tracking system to ensure all medical records are tracked to the correct location.
* File records returned to the library using the Casenote tracking system and mobile devices to file to appropriate shelf.
* Utilise the online system for requesting return of records stored with the off‑site storage bureau.
* Work frequently with standing, lifting, sorting and handling of case records.
* Use health records trolleys containing records, requiring some pushing and pulling.
* Use computers and handheld devices to track records.
Person Specification
Education and Qualifications
* Minimum of 3 GCSEs or equivalent including Maths and English.
* Basic Computer/IT qualification or relevant experience to demonstrate computer literacy.
Experience
* Working in a demanding environment to meet tight deadlines.
* Working within an administrative role and customer service environment.
* Previous experience of working with an Electronic Document Management system.
* Previous experience of working within a Health Records environment.
* Previous experience of using the Trust's Patient administration system.
* Previous experience of using the Trust's Electronic Casenote Tracking System.
Skills, Ability and Knowledge
* Sound knowledge of GDPR.
* Sound knowledge of Subject Access requests/Access to Health Records.
* Ability to manage own workload.
* Ability to develop and maintain a good working relationship with colleagues.
* Excellent communication skills.
Personal Qualities
* Patient focussed.
* Reliable and punctual.
* Ability to work to defined protocols and seek advice where appropriate.
* Flexible and "can do" approach.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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