Clinical Records Administrator

CGR Services; Christchurch; On-site; NZD 50,000 - 65,000; Full time

Job summary

Health New Zealand | Te Whatu Ora is seeking a Clinical Records Administrator in Christchurch to manage daily records processing and ensure accuracy, accessibility, and secure handling of information for patient care.

The role focuses on supporting clinical teams by efficiently handling paper and electronic records, adhering to standards, and maintaining confidentiality while delivering high-quality service.

Qualifications

• Intermediate Excel skills required.
• High level of accuracy and attention to detail.
• Strong problem-solving abilities.
• Customer service focus with aim for quality patient outcomes.
• Clear written, verbal and interpersonal communication.
• Ability to work independently and meet deadlines.
• Collaborative, team-oriented approach.
• Maintain confidentiality with sensitive health information.
• Willingness to learn and adapt to clinical records processes.

Responsibilities

• Manage requests for health information for clinical care (paper and electronic).
• Track, locate and deliver clinical records to appropriate locations.
• Identify records needing clinical coding and forward to Coding Unit.
• Create new clinical files and maintain records per formats.
• File loose documentation accurately and keep records well organized.
• Repair or replace damaged record covers and volumise records.
• Prepare patient documents for digitisation and scan within timeframes.
• Ensure scanned documents meet quality and digitisation standards.
• Process and distribute incoming correspondence accurately.
• Provide professional communication with hospital staff and stakeholders.
• Maintain strong customer service focus to support patient outcomes.
• Keep up to date with changes in records management and policies.
• Support review and development of procedures and guidelines.
• Collaborate with team members to achieve service objectives.
• Prioritise workload and assist colleagues as needed.

Skills

Excel skills

Attention to detail

Problem solving

Customer service

Communication

Independence

Team player

Confidentiality

Learning mindset

Tools

Waitaha Canterbury PMS

Job description

Christchurch - Christchurch Health Campus - Clinical Records

* Permanent full time position working 40 hours per weekHealth New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

Are you organised, detail-focused, and committed to providing high-quality health information services? We are looking for a Clinical Records Administrator to join our team and play an important role in ensuring clinical information is accurate, accessible, secure, and available when needed to support patient care.

This is a hands-on role suited to someone who enjoys working with information, systems, and people, and who takes pride in accuracy and delivering a high standard of service.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 3 / Profile 3 (final placement step is dependent on skills, knowledge and experience) For further information about the administration and clerical pay equity settlement please follow the link below : PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz)

About the Role

You will be responsible for the day-to-day management and processing of clinical records, supporting clinical teams to access the information they need while ensuring records are maintained to required standards.

• Managing requests for health information required for clinical care, including paper and electronic records.


• Tracking and locating clinical records and ensuring they are delivered to the appropriate location.


• Identifying records requiring clinical coding and forwarding them to the Clinical Coding Unit.


• Creating new clinical files and maintaining records in accordance with established clinical record formats.


• Filing loose clinical documentation accurately and ensuring records are complete and well organised.


• Repairing or replacing damaged or deficient clinical record covers and volumising records as required.


• Preparing patient documents for digitisation and scanning records within required timeframes.


• Ensuring scanned documents meet agreed quality and digitisation standards.


• Processing and distributing incoming correspondence promptly and accurately.


• Providing professional and courteous communication with hospital staff and other stakeholders.


• Maintaining a strong customer service focus and contributing to positive patient outcomes.


• Keeping up to date with changes in clinical records management, departmental procedures, and policies.


• Supporting the review and development of processes, procedures, and guidelines.


• Working collaboratively with team members and other hospital staff to achieve service objectives.


• Prioritising your own workload while providing assistance and support to colleagues when required.

About You

We are looking for someone who is highly organised, accurate, and able to manage competing priorities in a busy environment. You will bring:

• Intermediate Microsoft Excel skills.


• Strong attention to detail and accuracy.


• A high level of problem-solving ability.


• A strong customer service focus and commitment to quality patient outcomes.


• Good written, verbal, and interpersonal communication skills.


• The ability to work independently and meet established deadlines.


• A positive and collaborative approach to working as part of a team.


• The ability to maintain confidentiality and handle sensitive health information appropriately.


• A willingness to learn and keep up to date with clinical records processes and systems.

Desirable

• Advanced Microsoft Excel skills.


• Experience with Waitaha Canterbury patient management systems.


• Experience working with clinical records or health information.


• Strong analytical and influencing skills.


• Experience identifying and resolving data integrity issues.


• Previous experience working within a healthcare or hospital environment.

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community.

We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.