Job overview
The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records.
The post will be 31.5 hours Monday to Friday core hours 8am-5pm.
We securely store approx. 1.9 million volumes of patients records in 7 libraries on the three trust sites.
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
Applications from individuals who require a Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applicants. For further information and to check your eligibility for this post please following the link UK Visas and Immigration - GOV.UK. Please note that from April 9th 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.
Person specification
Knowledge and Experience
Essential
- Admin Experience including filing and data input
- Responsible for own workload
- Managing large volumes of work with strict deadlines
- Manual Handling skills
- To observe Trust Policies on handling confidential information
Desirable
- Previous NHS or records experience
- Experience of working with Patient Administration Systems
- Filing systems
- Experience of working in a patient focused environment
Qualifications and Training
Essential
- GCSE/O Level English or equivalent experience
Desirable
- GCSE/O Level Maths or equivalent
- RSA Level 1 keyboard skills or equivalent experience
Personal Attributes and Skills
Essential
- Ability to work within a team
- Proven communication skills with the ability to communicate confidently and effectively with all members of staff, patients and public
- Demonstrate accuracy and attention to detail
- Ability to work to deadlines
- Proven time management skills
- Ability to work under pressure using own initiative but maintaining quality
Desirable
- Ability to problem solve
- To work independently
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Applying for this NHS job
This advert is for Clinic Preparation Clerk with Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust in Doncaster, North East and Yorkshire, England. It is listed as a Band 2 Administrative and IT role. The advertised salary is £25,272 Pro Rata Per Annum. The contract type is Permanent: Monday to Friday. The application deadline is 06 Aug 2026.
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