Clinic Preparation Clerk

DBTH; Doncaster; Hybrid; GBP 24,000 - 28,000; Part time

Benefits offered by this job

NHS Pension Scheme

Generous holiday entitlement

Health and wellbeing support

NHS Car Lease schemes

Discounts on restaurants, getaways, &c

Job summary

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust in Doncaster is seeking a part-time Medical Records Clerk to support the general records unit at Doncaster Royal Infirmary. You will manage casenotes, file and transfer records, and prepare documentation for outpatient clinics.

The role emphasizes accuracy, confidentiality, and collaboration across departments within the trust, with core hours 8am-5pm, Monday to Friday.

Qualifications

• GCSE/O Level English or equivalent experience
• GCSE/O Level Maths or equivalent
• RSA Level 1 keyboard skills or equivalent experience

Responsibilities

• Ensure patients casenotes are available at the point of care.
• Pull and file medical records using Terminal Digit Filing and record casenote transfers on iFIT.
• Prepare and deliver casenotes for outpatient clinics according to department guidelines.
• Merge and amalgamate casenotes to ensure correct volume is available at point of care.
• Liaise with other departments and external providers to ensure data accuracy on Trust systems.
• Ensure casenotes are tagged and corrected as needed.
• Assist with culling of casenotes in line with Retention Policy.

Skills

Communication skills

Attention to detail

Teamwork

Organisational skills

Problem solving

Education

GCSE English or equivalent

GCSE Maths or equivalent

RSA Level 1 keyboard skills

Tools

iFIT system

Terminal Digit Filing

Patient Administration System

Job description

Main area Clinic Preparation Grade Band 2 Contract Permanent Hours Part time - 36 hours per week (Monday to Friday (Core hours 8-5pm)) Job ref 272-8131615

Site Doncaster Royal Infirmary Town Doncaster Salary £25,272 Pro Rata Per Annum Salary period Yearly Closing 08/10/2026 23:59

Job overview

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

This post will be based in general records at DRI.

The post will be 36 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.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under‑represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

We offer a range of benefits to support our people including:

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

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 April2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Qualifications & Training

• GCSE/O Level English or equivalent experience
• GCSE/O Level Maths or equivalent
• RSA Level 1 keyboard skills or equivalent experience

Knowledge & Experience

• Admin Experience including filing and data input
• Responsible for own workload
• Managing large volumes of work with strict deadlines
• To observe Trust Policies on handling confidential information
• Previous NHS or records experience
• Experience of working with Patient Administration Systems
• Filing systems
• Experience of working in a patient focused environment

Personal Attributes & Skills

• 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
• Ability to work under pressure using own initiative but maintaining quality
• Ability to problem solve
• To work independently

____________________________________________________________________________________

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by DBTH and could negatively impact your chances of success in the application process.

• 1. Usually lack relevance and fail to address the key criteria outlined in the job description and person specification. may come across as generic and fail to distinguish you from other applicants.
• 2. May be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers
• 3. May include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

Employer certification / accreditation badges

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust (DBTH) is one of Yorkshire’s leading acute trusts, serving a population of more than 440,000 across South Yorkshire, North Nottinghamshire, and the surrounding areas.

With three main hospital sites and several additional services, DBTH is one of only five teaching hospitals in Yorkshire. We train 25% of all medical students in the region and 30% of all other healthcare professional students. Employing over 7,000 colleagues, every member of our team contributes to patient care and plays a vital role in our ongoing success.

While we operate across multiple sites, we are proud to foster a strong sense of community and identity, guided by the principles of the DBTH Way. This ensures our organisation is shaped by kindness, respect, and a commitment to supporting one another. Our accessible leadership team encourages every colleague to feel empowered, knowing they have the ability to make a positive difference.

We are proud that many of those in senior positions within the Trust began their careers here. We also celebrate our many long-serving colleagues, including one individual who is still going strong after more than 60 years of dedicated service at DBTH.

It is our goal to equip those who join Team DBTH with the tools and opportunities they need to develop their careers. Whether you spend one year or fifty with us, we are committed to helping you Develop, Belong, and Thrive, Here.

Doncaster and Bassetlaw Teaching Hospitals 1.1K subscribers