Go back Harrogate and District NHS Foundation Trust
Health Records Clerical Officer
The closing date is 29 April 2026
This Health Records Clerical Officer post supports a range of services within the Health Records Department through a flexible and responsive approach.
Key service areas include:
* Health Records Library and Scanning Bureau – responsible for the secure storage, management, and retrieval of patient health records. Includes preparation, scanning and validation of historical medical records and newly generated paperwork into the Electronic Document Management System (EDMS).
* Access to Health Records and Data Quality – monitors the quality of the data in the Trust's acute patient demographic system, provides feedback and support to hospital staff, processes Subject Access Requests (SARs), and handles information across multiple clinical record systems.
This role may require working across both sites – Harrogate Hospital and the off‑site storage facility – and may include weekend and evening/night shifts.
Main duties of the job
Health Records Library and Scanning Bureau duties
* Carefully prepare paper‑based health records for electronic scanning.
* Scan paper‑based health records, ensuring proper handling and use of equipment.
* Index scanned material correctly to enable clinicians to access relevant information.
* Perform data quality control checks to ensure completeness and accuracy.
* File and store scanned material securely, retaining for the required period before destruction.
* Maintain an efficient paper case note filing system using numerical hospital reference.
* Retrieve paper records within agreed clinical areas across Trust sites.
* Review casenotes to determine if they have met retention periods for destruction.
* Handle telephone requests and queries from other departments promptly.
Access to Health Records and Data Quality duties
* Update patient demographic details on the acute patient administration system (PCS).
* Complete inpatient dates on insurance claim forms and the NHS Injury Cost Recovery System.
* Amend inpatient activity as requested by the Coding Department.
* Log all access‑to‑records requests from various parties and maintain a live record.
* Process requests and disclose health records in compliance with legislation and Trust policies.
* Advise applicants on application requirements and process.
* Check forms of authority, consent, proof of identity, and obtain missing documentation.
* Liaise with staff to identify relevant records and provide copies with clinical authorisation.
* Photocopy and print health records from multiple clinical record systems.
General responsibilities
* Demonstrate the Trust's values at all times in the workplace.
* Understand and comply with hospital and department procedures for health records services.
* Comply with the Data Protection Act and confidentiality procedures.
* Maintain a safe working environment, including health and safety responsibilities and manual handling procedures.
* Work in an organised manner, checking for completeness and accuracy on all documents.
* Escalate concerns and seek support and guidance from senior staff when required.
This job description gives only the principal duties and responsibilities of the post and therefore the post holder may be required to undertake various other duties which are implicit in the principal duties and may be delegated from time to time by the Health Records Manager.
Person Specification
* Previous experience of working as part of a team.
* Experience working within a fast‑paced environment.
* Knowledge of the NHS.
* High attention to detail and the ability to concentrate over long periods.
* Satisfactory DBS clearance.
* GCSE or equivalent in Mathematics and English (grade 4/D or above).
* Previous experience of photocopying/scanning confidential material.
* Previous experience in data quality.
* Previous experience in a confidential environment.
* Previous experience working within the NHS.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A submission will be made to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
Benefits
* A supportive culture that welcomes you to bring your whole self to work.
* Staff recognition through regular appraisals, Making a Difference & Team of the Month awards, and annual Colleague Recognition Awards.
* Employee support and wellbeing, including an Employee Assistance Programme, counselling service, and a fast‑track physiotherapy service.
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