Clinic Preparation Clerk

Job overview

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

The hours are 32.5 per week, days and times to be discussed at interview, core office hours are Monday - Friday 08.00 to17.00pm

The post holder will be required to work within the Doncaster Royal Infirmary records office.

We securely store approx. 1.9 million volumes of patients records in 9 libraries on the three trust sites.

This team contributed last year to pulling over 650,000 sets of notes, filing over 820,000 sets of notes and prepping over 55,500 clinics.

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

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.

Main duties of the job

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.

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.

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.