Clinic Preparation Clerk

NHS; Mexborough; On-site; GBP 18,000 - 22,000; Full time

Job summary

A regional healthcare trust is seeking a Clinic Preparation Clerk to provide clerical support in the Medical Records Department. The successful candidate will ensure patient records are accurately managed, liaise with departments, and maintain confidentiality. Ideal for individuals with strong communication skills and experience in administrative tasks within a healthcare setting. Opportunities for flexible working are available.

Benefits

NHS Pension Scheme

Generous holiday entitlement

Health and wellbeing support

Training and development opportunities

Qualifications

• Admin experience including filing and data input required.
• Responsible for managing large volumes of work with strict deadlines.
• Experience of working in a patient focused environment necessary.

Responsibilities

• Ensure patient's casenotes are available at the point of care.
• File medical records and record casenote transfers.
• Deliver casenotes for outpatient clinics according to guidelines.

Skills

Communication skills

Attention to detail

Teamwork

Problem solving

Ability to work under pressure

Education

GCSE/O Level English

GCSE/O Level Maths

Tools

Patient Administration Systems

Job description

Go back Doncaster & Bassetlaw Teaching Hospitals NHS FT

Clinic Preparation Clerk

The closing date is 02 October 2025

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

The post will be 27.5 hours Monday to Friday core hours 8am-5pm.

The post holder will be required to work within the Montagu Hospital records office.

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.

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.

About us

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:o Extensive range of learning opportunitieso NHS Pension Schemeo Generous holiday entitlement in line with Terms & Conditionso Comprehensive health and wellbeing supporto NHS Car Lease schemes and a range of salary sacrifice schemeo Discounts on restaurants, getaways, shopping and finance through external providers.

Job 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

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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Doncaster & Bassetlaw Teaching Hospitals NHS FT