Access to Care Medical Records -UPMC Whitfield

UPMC Ireland; Waterford; Hybrid; EUR 31,000 - 46,000; Full time

Job summary

UPMC Whitfield is seeking an Access to Care Medical Records team member to support the Access to Care team. The role focuses on safe handling, preparation, filing and transport of patient medical records, ensuring a safe, punctual and excellent patient experience across the hospital.

You will work with multiple hospital departments, maintain accuracy, handle audits, data protection duties, and liaise with staff to deliver timely charts and reporting.

Qualifications

• Strong interpersonal skills and ability to build positive relationships.
• Ability to learn new operational systems / software.
• Ability to work in a physically demanding role with large volumes of paperwork.
• Excellent verbal and written communications.
• Excellent decision-making and ownership.
• Excellent numerical and organizational skills with high accuracy.
• Strong analytical skills and understanding impact of decisions.
• Excellent planning, co-ordination, monitoring and evaluation skills.
• Ability to prioritize and work under pressure to strict deadlines.
• Patient-focused administrative support.
• Understanding GDPR regulations
• Experience of IPMS hospital system

Responsibilities

• Support the Access to Care team and patient pathway experience.
• Prepare charts and documentation for patient admissions.
• Ensure compliance with hospital protocols and patient safety standards.
• Manage medical records function and daily IPM monitoring.
• Dispatch and track charts within the hospital and off-site storage as needed.
• Handle Subject Access Requests in line with Data Protection guidelines.
• Collaborate with Clinical/Nurse Managers, Laboratory and Quality Depts for audits.
• Maintain stock of clinical forms, charts and related paperwork.

Skills

Interpersonal skills

Adaptability

Physical stamina

Verbal and written communication

Decision making

Numerical skills

Analytical skills

Planning and coordination

Teamwork

Patient-focused

Tools

IPMS hospital system

Job description

Access to Care Medical Records -UPMC Whitfield

Location: Cleaboy Business Office (Med Records) -Unit 9
Job type: Fixed Term
Salary: €30,805-€46,336 DOE
Hours: 39 hrs per week

Overview of role:

The Access to Care Medical Records team member supports the Access to Care team. The primary responsibility of the role is to ensure safe handling, preparation, filing and transport of the patients medical record. The Access to Care Medical Records role with work closely with all other hospital departments assure a safe, punctual and excellent patient experience throughout the hospital.

Primary Duties and Responsibilities:

• To support Access to Care
• Support an excellent Patient Pathway experience
• Prepare all charts and documentation as required for a patients admission.
• Compliance and reporting with hospitals protocols to ensure patient safety standards
• Support of the Access to Care Admin Lead to ensure best in class service to patients and Consultants.To be responsible for the Medical Records Function .
• Monitor IPMs daily for all admission lists.
• Prompt preparation of charts for upcoming admission, including consultant and procedure specific documentation.
• Accurate record keeping, cross checking all records to ensure IPSG 1 standards are met at all times.
• Dispatch charts from Main Library to hospital site for traceability as required.
• Manage the delivery of all charts throughout the hospital as required.
• Work with transport colleagues to ensure safe handling of charts at all times.
• Receive completed charts back to library and dispatch same.
• Manage all Subject Access Requests in line with Data Protection guidelines.
• Work with Clinical Nurse Managers, Laboratory and Quality Depts to ensure timely preparation of charts for Audit purposes.
• Manage all stock including clinical forms, charts etc.
• Ensure timely filing of histology records.
• Ensure timely filing of all relevant paperwork to the patient file.
• To liaise with and maintain an excellent working relationship with other members of the hospital multi-disciplinary team ensuring a high level of patient service is maintained.
• To liaise with and maintain an excellent working relationship with consultants assigned to ensure a high level of patient service is maintained.
• Work as part of a team by supporting each other, sharing workload and covering each other during periods of absence.
• Liaise with Iron Mountain to order, receive and track medical records held off-site as applicable
• To perform such other duties appropriate to the post as may be assigned from time to time by the manager or nominee.
• To carry out any training duties as necessary for relief staff / work experience staff for holiday cover

Qualifications & Experience:

Essential Qualifications/Experience

• Strong interpersonal skills with the ability to build and maintain positive working relationships with a wide variety of internal and external agencies.
• Ability to adapt to / learn new operational systems / software.
• Ability to work in a physically demanding role, which requires movement of large volumes of paperwork.
• Excellent verbal and written communications skills
• Excellent decision-making skills and the proven ability to take ownership of activities.
• Excellent numerical and organizational skills, with a high degree of accuracy/attention to detail
• Strong analytical skills with the ability to fully comprehend the impact of decisions taken on both the operation and the wider business.
• Excellent planning, co-ordination, monitoring, and evaluation skills
• Demonstrated ability to prioritize and work under pressure and to strict deadlines.
• Ability to use own initiative and contribute effectively as part of a team.
• Results-focused and solution-driven with proven problem-solving skills
• Patient-Focused Administrative Support

Desirable Criteria

• Understanding and experience of GDPR regulations.
• Experience of IPMS hospital system

This job description is intended to be an outline of the areas of responsibility. As UPMC and the post holder develop, this job description may be subject to review in light of the changing needs of the business. Closing Date: 17/11/2026 Please note that UPMC reserves the right to close this recruitment campaign earlier than the advertised closing date if a high volume of applications is received or if a sufficient number of suitable candidates have been identified. We therefore encourage you to submit your application as early as possible. A panel may be formed as a result of this campaign from which current and future vacancies may be filled. Please contact Ruth Holland on [e-mail] for enquiries relating to the recruitment processor role. This job description is intended to be an outline of the areas of responsibility. As UPMC and the post holder develop, this job description may be subject to review in light of the changing needs of the business.

EqualOpportunity Statement and Benefits

UPMC is an equal opportunity employer.We celebrate diversity and are committed to creating an inclusive environmentfor all employees.

Benefits

• Fully paid maternity and paternity leave for new parents.
• Competitive PensionPlan, company funded Death in Service Benefit x 3 times.
• Critical Illness coverfor all employees up to the age of 66.

Performance and Recognition

– Rewards for performance that supports the goals and mission ofUPMC through our annual ACES programme.

Work-Life Balance

– Enhanced annual leave up to a maximum of 27 days. Flexibleworking opportunities to support you to work around external familycommitments.

Developmentand Career Opportunities

– Opportunities for each employee to reachtheir career goals through continued learning and/or advancement.

About UPMC

UPMC is a renowned multinational academic medicalcentre committed to delivering people-focused care that’s close to home.Headquartered in Pittsburgh and affiliated with the University of PittsburghSchools of the Health Sciences, UPMC shapes the future of health throughclinical and technological innovation, research and education.UPMCexpands its expertise globally, bringing world-class care acrosscontinents through its UPMC Internationaldivision — an owned and operatednetwork of hospitals and ambulatory care centres in Italy, IrelandandCroatia. UPMC International brings new access to the signature specialtyservices of UPMC Hillman Cancer Centre, UPMC Sports Medicineand others tomore people in more places around the world.
In Ireland UPMC has provided high-quality healthcare in the South East since2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital inWaterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital inClane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available atthe UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapylocations in Waterford and Cork, UPMC The 4th Practice in Mallow, and acrossUPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, andMayo. UPMC has also established a nationwide Concussion Network. UPMC'sGlobal Technology Operation Centre is based in Kilkenny.