Health Records Prepping Clerk

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Plymouth; On-site; GBP 20,000 - 24,000; Full time

Job summary

A healthcare provider in Plymouth seeks an enthusiastic Prepping Clerk to join their busy Prepping Team. The ideal candidate will possess GCSEs in Maths and English, along with NVQ Level 2 in Business Administration. Key responsibilities include preparing health records, organizing workflows, and maintaining confidentiality across multiple sites. This position is essential for supporting clinic operations, ensuring timely availability of patient information. The provider encourages applications from diverse backgrounds and offers opportunities for career development.

Benefits

Career development opportunities

Flexible working arrangements

Qualifications

• Educated to GCSE grade A-C in Maths & English.
• Must have NVQ Level 2 in Business Administration or equivalent experience.
• Ability to demonstrate excellent accuracy and confidentiality.

Responsibilities

• Organize workload and meet deadlines effectively.
• Prepare health records for allocated specialty clinics.
• Communicate variances to scheduled clinics.

Skills

Excellent keyboard skills

Accuracy in work

Ability to prioritize workload

Education

GCSE grade A-C in Maths & English

NVQ Level 2 in Business Administration

Tools

Prepping Application

Patient management systems

Spreadsheets

Job description

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bush Park, Windsor House and Derriford Hospital. The work is very busy, therefore the ability to prioritise your own workload and meet deadlines is essential. Applicants should also be able to demonstrate the use of their own initiative.

Applicants should be educated to GCSE grade A-C in Maths & English plus have an NVQ Level 2 in Business Administration or equivalent demonstrable experience. Applicants must have excellent keyboard and accuracy skills and should also be able to demonstrate an understanding of confidentiality and be able to work across both sites. Please state in your supporting information why you are the ideal candidate for this role.

Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks. Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty. Uses the Information Technology associated with the role, in particular patient management systems, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales. Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

Clinic Preparation Duties

• Utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.
• Utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.
• Print an up to date clinic attendance list prior to preparing clinic.
• Request the allocated clinic health records from the Central Records Library.
• Check the Corporate Services system for any clinics that are located at peripheral hospitals and ensure these are prepped by the team at the Central Records Library in time for the clinic deadlines.
• Manually raise any new folders for patients without a paper health record and trace on patient management systems.
• Trace the health records into the Bircham House, Level 7 Derriford Hospital or Central Records Library, and store on specialty allocated areas.
• Prepare health records for allocated specialty clinics.
• Follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
• When the health record is received, organise the contents to comply with the Trust standard filing format.
• Ensure that the patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

We are a people business where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

For further details please see the attached JD & PS.