Health Records Clerk

Integrated Care System; Brighton; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Brighton seeks a Health Records Clerk to manage health records for outpatient services. The role involves retrieving, filing, and dispatching patient case notes, with a focus on confidentiality and accuracy. Ideal candidates should have strong clerical skills, proficiency with computer systems, and the ability to handle physical demands of the job. Join a dedicated team contributing to excellent patient care.

Benefits

Supportive work environment

Opportunities for professional development

Qualifications

• Experience of working in a clerical role.
• Familiar with computer systems and data input.
• Knowledge of GDPR and Data Protection Act.

Responsibilities

• Create, locate, and retrieve health records.
• Ensure timely dispatch of medical notes.
• Interact with clinical staff to ensure service delivery.

Skills

Accuracy and attention to detail

Excellent organisational skills

Communication skills

Ability to lift/move heavy bundles

Education

GCSE or equivalent in English and Maths grade 'C' or above

NVQ level 3 or equivalent experience

Tools

Microsoft Office Suite

CareFlow

Job description

Go back University Hospitals Sussex NHS Foundation Trust (279)

Health Records Clerk

The closing date is 21 August 2025

You will need to be accurate and numerate and used to achieving and sustaining deadlines; whilst working with minimum supervision. This is a clerical job working within a warehouse environment preparing Health Records for outpatient appointments throughout the Trust which does involve the lifting of boxes containing medical case notes.

Being able to follow strict Health Record guidelines is an important element to the job, as is adhering to Trust wide policies and procedures.

An appreciation of the importance of confidentiality is paramount in this department due to the high level of patient information that is stored.

If you are hardworking, have the ability to work to a high standard, are flexible and a good team player, then we would like to hear from you.

Medical Records has several Teams which all work together for the delivery of the Service.

Main duties of the job

Briefly the roles include creating,locating, and retrieving case notes from all areas of the Trust. Dispatching notes on request for clinics and assessments fully prepped and in a timely and effective manner.

Tracking and scanning all case notes returned to the department and patient documentation within the casenote whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner and maintaining University Sussex Hospitals NHS Foundation Trust is looking to recruit a Health Record Clerks to work in our Health Records Departments based at Brighton and Princess Royal Hospital Haywards Heath.

The role involves pulling, prepping, filing, tracking, culling, archiving , scanning and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.

You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.

This role involves covering areas with shortfalls across the Trust.

You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex.

Candidate information pack - University Hospitals Sussex NHS Foundation Trust

Job responsibilities

There are various teams with different roles within the Dept that together facilitate the smooth running of the Heath Records Library Services to the University Hospitals Sussex NHS Foundation Trust. As an extension of the Central Library its function is to provide delivery and secure storage for casenotes to be used by Clinical Staff in the delivery of patient care.

Briefly the roles include creating, locating, and retrieving case notes from all areas of the Trust. Dispatching notes on request for clinics and assessments fully prepped and in a timely and effective manner.

Tracking and re-filing all case notes returned to the department and patient documentation within the casenote whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner and maintaining University Sussex Hospitals NHS Foundation Trust is looking to recruit a Health Record Clerks to work in our Health Records Departments based at Brighton and Princess Royal Hospital Haywards Heath.

The role involves pulling, prepping, filing, tracking, culling, archiving and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.

You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.

This role involves covering areas with shortfalls across the Trust.

You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.

Person Specification

Experience/Qualifications

• GCSE or equivalent in English and Maths grade 'C' or above
• Familiar with computer systems
• Knowledge of data input and use of database
• Clerical Experience
• NVQ level 3, or equivalent experience
• Knowledge of the GDPR and Data Protection Act

Skills

• Experience of working with Microsoft programmes
• Previous admin/clerical experience
• Accuracy and an eye for detail
• Excellent organisational skills
• Experience of working with CareFlow

People Management and Development

• Excellent communication skills both written and verbal

Specific Requirements

• Able to lift/move heavy bundles of casenotes
• Able to work in difficult environments
• Willingness to cover areas across Health Records during shortfalls

Equality, Diversity & Inclusion

• Evidence of having championed diversity in previous roles (as appropriate to role
• Evidence of having undertaken own development to improve understanding of equalities issues

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

University Hospitals Sussex NHS Foundation Trust (279)

Address

Fresh Fields, Royal Sussex County Hospital

Fresh Fields, Royal Sussex County Hospital