Health Records Clerk

Job overview

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

The Health Records Clerk provides essential clerical and administrative support to the Health Records function, contributing to the effective delivery of patient care by ensuring that patient information is accurately processed, scanned, and made available to clinical teams when required.

The post holder will carry out a range of routine but important tasks, including the preparation, scanning, indexing, filing, tracking, and storage of patient health records in both paper and electronic formats. A significant part of the role involves scanning clinical documentation onto the electronic patient record system, ensuring documents are complete, correctly labelled, and of an acceptable quality in line with local procedures.

Main duties of the job

The post holder will be required to handle confidential and sensitive information and must adhere to data protection legislation, confidentiality requirements, and organisational standards at all times.

Prepare patient health records for scanning in accordance with local procedures, including sorting, removing staples, and checking documentation is complete. Scan, index, and upload patient documentation to the electronic patient record system accurately and in a timely manner. Carry out basic quality checks on scanned documents to ensure clarity, correct patient details, and accurate document type allocation. File, retrieve, track, and store paper health records using  electronic tracking systems. Respond to routine requests for patient records from wards, clinics, and departments, escalating issues as required .Assist with the archiving, retention, and disposal of records in line with retention schedules and Trust policies. Maintain confidentiality and security of patient information at all times, adhering to Data Protection legislation, Follow clear instructions, standard operating procedures, Use basic IT systems and office equipment, including scanners, computers, and tracking systems. Highlight missing, misfiled, or damaged records to the appropriate supervisor. Maintain a tidy and safe working environment in line with health and safety requirements.

Detailed job description and main responsibilities

Working under supervision and following established policies and protocols, the Health Records Clerk will support clinics, wards, and departments by responding to requests for records, maintaining accurate tracking systems, and assisting with the movement, retrieval, and archiving of patient notes. The role requires attention to detail, the ability to follow instructions, and the capacity to work reliably in a busy healthcare environment.

Scanning tasks

• To receive documents  into the department for scanning
• Preparation of the information to specified standard operating procedure
• Ensure information is scanned to the specified quality, using the data capture software and Electronic Document Management System , raising issues as necessary to your line manager
• To undertake quality checks of scanned images
• The post will require frequent periods of sitting using the PC and scanning equipment
• The post will require frequent periods of concentration to ensure information is scanned appropriately, to the correct record, and to the required quality.
• The post will require some use of health records trolleys contain records and therefore some pushing of trolleys will be necessary

Library Tasks

• To work within the Health Records library responding to electronic requests for previous Casenotes,
• Responding to telephone calls to the department
• The generation of new Casenote volumes for future inpatient activity
• To participate in the retention and destruction programme for health records, identifying those records that meet the Code of Practice for Records Management’s minimum retention period.
• To respond to calls to the department for urgent requests for Casenotes
• Use the Casenote tracking system to ensure all medical records are tracked to the correct location.
• To file records returned to the library using the Casenote tracking system and mobile devices to file to appropriate shelf.
• To utilise the online system for requesting return of records stored with the off –site storage bureau
• The post will require frequent periods of standing and will include elements of lifting, sorting and handling of case records
• The post will require frequent use of health records trolleys containing records therefore require some pushing and pulling of trolleys.
• The post will require frequent use of the computer / handheld devices to track records.