Clinic Preparation Clerk

Job overview

The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records.

The post is 17 hours Monday to Friday 8-4/9-5

We securely store approx. 1.8 million volumes of patients records in 9 libraries on the three trust sites

The post give the post holder the opportunity to liaise with multiple areas, departments and personnel

You will join a large, reactive, hardworking team that thrives on providing an excellent support service in respect of patient care.

By ensuring patients’ casenotes are available, the service we provide plays an crucial part of patient care

All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality whilst upholding the Trusts WE CARE values.

• Ensuring 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
• Responsible for locating, preparing (to a required standard) and delivering of 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

Main duties of the job

Ensuring patients’ casenotes are available at the point of care

All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality.

Register new attenders on the PAS (CaMIS) and prepare new sets of casenotes

Handle internal and external telephone calls to the department in a professional and helpful manner

Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct

Pull and file medical records, using Terminal Digit Filing and location based filing systems; record casenote transfers on iFIT

Responsible for locating, preparing (to a required standard) and delivering casenotes for outpatient clinics according to departmental guidelines

Ensuring patients casenotes are available at the point of care

Restructure and repair casenotes in the approved order of filing

Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct

Responsible for ensuring casenotes are tagged and associated correctly and correcting any errors

Have involvement towards the culling of casenotes in line with the Retention Policy

Due to the nature of the work and the volume of records required to be processed this can sometimes be a challenging environment and physically demanding

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read this document carefully.  Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

For individuals who may require sponsorship under the skilled worker or health & care visa route please use the link below to check your eligibility. Check if you need a UK visa - GOV.UK

Please note that from 9th April 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.