Health Records Clerical Assistant

NHS Professionals; Aylesbury; On-site; GBP 15,000 - 21,000; Full time

Job summary

NHS Professionals is seeking a Health Records Clerical Assistant for Stoke Mandeville Hospital. The role supports day-to-day medical records services, including scanning preparation and record handling for confidentiality and accuracy.

Reporting to the System Administrator Lead and Team Leader, you will work across the Scanning Bureau and Clinic Prep on a rotating basis, ensuring efficient care record management in line with SOPs.

Qualifications

• Strong accuracy and attention to detail when handling patient records.
• Good basic IT skills and familiarity with record management systems.
• Understanding of data protection and confidentiality requirements.

Responsibilities

• Assist in post sorting and collection of records for scanning from wards and departments.
• Operate scanners within the Scanning Bureau and prepare records for scanning.
• File and track casenotes using the CareFlow tracking module and other systems.
• Answer telephone enquiries promptly and courteously.
• Assist in training new Medical Records staff.
• Maintain the Scanning Bureau and medical records library in a tidy and efficient state.
• Follow Data Protection Act 2018 and UK GDPR guidelines.

Skills

Attention to detail

IT literacy

Data protection

Tools

CareFlow

Evolve/EDMS

Scanning equipment

Job description

Job Title: Health Records Clerical Assistant

Location: Stoke Mandeville Hospital, HP21 8AL

Trust: Buckinghamshire Healthcare NHS Trust

Payrate: Band 2, £12.92 per hour

Shift Patterns: Monday- Friday (37.5 hours per week) (Onsite)

Duration: Start: ASAP End date: 6 Months

To be responsible to the System Administrator Lead and Team Leader for the day to day provision of a comprehensive, confidential and effective medical records service to the Trust. This will include preparing records for scanning into the Evolve EDRM system, as per the Standard Operating Procedures. On a rotating basis there will be a requirement to work in the Scanning Bureau and Clinic Prep. There will also be a requirement to continue maintaining the established medical records maternity library including the retrieval, filing and culling of paper case-notes.

Responsibilities

Electronic Records

• Assist in post sorting and collection of records for scanning from wards, outpatients and other departments as required.
• Operate all types of scanners within the Scanning Bureau.
• Prepare records for scanning making sure that the correct separators and documents are in situ as per agreed Operating Procedures.
• Accurately scan records to agreed standards carrying out a first quality control check on scanned images. Ensure documents are scanned in the correct orientation and sequence. Escalating any issues to Team Leader on duty.

Paper Records

• To sort case notes returned to the department and track them in using the CareFlow casenote tracking module.
• To sort casenotes into order and file into the librariy; return notes to other libraries within the Trust; forward casenotes to departments/specialities as required.
• To ensure that all casenote movements are tracked accurately using the Trust CareFlow tracking module.

General

• To maintain the Scanning Bureau and medical records library in a tidy and efficient state.
• To answer telephone enquiries promptly and courteously.
• To provide patient computer labels as requested.
• To assist in training new Medical Records staff.
• To assist with general administrative and clerical tasks within department as necessary.
• To load, push and pull large trolleys of case notes over long distances between Medical Records and the archive storage area.
• To be aware of and work in accordance with the Data Protection Act 2018 (DPA)

System Knowledge

• Strong accuracy and attention to detail when preparing, scanning, checking, redacting and releasing patient information.
• Understanding of Information Governance, confidentiality, UK GDPR, Data Protection Act 2018 and safe records handling.
• Ability to follow SOPs, work to statutory/service deadlines, prioritise urgent requests and escalare risks appropriately.
• Good basic IT skills, including Evolve/EDMS, scanning equipment and case management/tracking systems; training can be provided.

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.