NHS Greater Glasgow and Clyde (NHSGGC)
A large healthcare system in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non‑clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.
The Role
The overall aim of the eHealth Directorate is to deliver and maintain a comprehensive integrated information, technology and record management strategy in order to ensure that the right information is provided in the right place at the right time, to support highest possible levels of diagnosis, treatment and care of patients and clients, to support continuous improvement of the health of the populations we serve and to achieve more effective integration between Health and the care services of our Local Authority partners.
This includes patients’ case notes and other information for clinicians working in the community and primary care, in outpatient clinics, on the point of admission for inpatients/day cases and for review after discharge: it includes developing and supporting electronic information systems for clinical and management use: and it includes collection and analysis of data required by the Scottish Government Health Department, for local monitoring of activity or performance, and for surveillance and protection of the health of our populations.
The eHealth has approximately 1,480 staff, a revenue budget of approximately £57m (incl annual Scottish Government ring‑fenced funding), annual capital budget ranging between £3‑5m and non‑recurring eHealth budget of approximately £15.8m.
The EHealth Directorate Comprises The Following Departments
* Operations responsible for the overall IT and Telecommunication service delivery to NHSGGC including the delivery of the underpinning technical infrastructure and applications to support the health and corporate directorates across NHSGGC to agreed KPI’s and SLA’s.
* Strategy and Programmes - responsible for the development of the medium to long term eHealth Strategy and the delivery of a large number of highly complex programmes and projects including significant service reconfiguration.
* Information Management responsible for the collection and analysis of information, information governance and delivery of knowledge management services. This service comprises Knowledge Services (Libraries), Information Governance and Business Intelligence.
* Health Records delivery of Health Records services across NHSGGC, including provision of outpatient clinics.
* Business and Resource Management responsible for financial management, procurement & contract management, audit & FOI responses and overarching aspects of Human Resource and Organisational Development, Health & Safety, general Directorate wide governance and facilities management activities.
Duration, Location, and Working Pattern
Permanent, Part time
Glasgow Royal Infirmary
Shift Pattern - Saturday & Sunday 2300-0800
Key Responsibilities
* To maintain patient confidentiality at all times in line with the requirements of the Data Protection Act and Caldicott.
* Operation of computerised patient management system (TrakCare), ensuring patient information is accurate and up to date in compliance with the Data Protection Act, to support patient care and facilitate national returns.
* Ensure electronic tracer system is accurately updated when extracting and filing case records and on delivery and collection of scanning folders.
* Answer telephone and deal with enquiries from a variety of sources both internal and external.
* File case records, provide expert assistance in tracking case records and in the maintenance of the filing room area to ensure maximum level of case record availability and participate in the condensing of multi-volume case records to assist in the quick retrieval of clinical information.
* Where appropriate collect case records/ scanning folders from other areas of the hospital for filing and distribution purposes.
* Extract case records from file for admissions, out-patient clinics or as required by other authorised personnel.
* Prepare case records/scanning folders for outpatient clinics ensuring all records are available and include all appropriate documentation.
* Reception of patients at various reception desks throughout the hospital including out-patients, admissions and emergency departments and supporting patients to use technologies such as self-check-in.
* Provide clerical service to clinical wards ensuring case records/scanning folders are available for admissions, reports are filed, case records where required are tidied on discharge, follow-up appointments arranged, and case records/scanning folders forwarded to secretaries for discharge summaries.
* Support the development of an electronic patient record through scanning clinical information in line with indexing standards.
* Process referral letters either manually or electronically via Scottish Care Information (SCI) Gateway, which embeds in our patient management system Trakcare, to the Consultant for clinical prioritisation.
* Arrange appointments for patients, either by mail or liaison with the patient via the telephone in line with patient focussed booking, or via email in accordance with Consultants instructions using appropriate computerised appointment system and processing outgoing correspondence to patients and General Practitioners.
* Act as Stage1 Officer in identifying overseas/cross boundary visitors and forward this information to the appropriate officer in order that the health Board can recoup treatment costs where appropriate.
* Assist in outpatient clinic management including reducing and cancelling clinics, ensuring clinic levels are correct based on Consultant instructions. Calculation of waiting times, ensuring reports are run and action is taken on outstanding referrals to comply with deadlines set out by Government legislation.
* Process requests from Court, Solicitors, Compensation Recovery Unit, Government bodies and patients for access to health records and comply with requests under the Data Protection Act.
* Arrange interpreters where applicable.
* Assist in the implementation of the major incident procedure within the Health Records remit.
* Be aware of and invoke contingency plans where necessary.
Knowledge, Training, Qualifications and/or Experience Required
* 3 O grades or standard grades or equivalent 1 must be English or good general education coupled with good office experience.
* At least 1 year of clerical experience required.
* Computer literate with good keyboard skills.
* At least 6 months reception experience along with good communication skills required.
* Prior experience of using a Patient Management System would be desirable.
What We Offer
We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.
* A minimum of 27 days annual leave, increasing with length of service, plus public holidays
* Membership of the NHS Pension Scheme, including life insurance benefits
* Salary Sacrifice Car Benefit Scheme
* Development opportunities including study bursaries, e-learning and classroom-based courses
* Enhanced pay for working public holidays
* NHS discounts on a wide range of goods and services
* Confidential employee support and assistance, including counselling and psychological therapies
Interested?
If you would like to find out more, we would love to hear from you.
For An Informal Discussion, Please Contact
Ann Bell, Senior Supervisor - Ann.Bell2@nhs.scot - 0141-414-6593
Details on how to contact the Recruitment Service and the Recruitment Process: This post may close early due to the volume of response. Please submit your application form as soon as possible. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.
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From 1 April 2026, the Agenda for Change full‑time working week will reduce from 37 hours to 36 hours
Part‑time working hours will be reduced on a pro‑rated basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.
NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work‑life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full‑time hours can be accommodated, and where the tenure is listed as "various", we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.
NHS Greater Glasgow and Clyde encourages applications from all sections of the community
We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.
By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.
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