Clinical Records Administrator

Health New Zealand - Te Whatu Ora; Christchurch; On-site; NZD 45,000 - 65,000; Full time

Job summary

Health New Zealand - Te Whatu Ora in Christchurch seeks a Clinical Records Administrator to manage day-to-day clinical records, ensuring accuracy, accessibility and security for patient care. The role supports clinical teams, handles requests, tracks records and coordinates with the Clinical Coding Unit.

We value attention to detail, confidentiality, customer focus and teamwork, with prior experience in clinical records or health information. This is a full-time, permanent position.

Qualifications

• Highly organised with strong attention to detail.
• Capable of solving problems and maintaining quality patient information.
• Excellent customer service focus and professional communication.
• Able to work independently and as part of a team.
• Maintain confidentiality when handling health information.
• Experience with Waitaha Canterbury patient management systems.
• Background in clinical records or health information.

Responsibilities

• Manage requests for health information for clinical care, paper and electronic records.
• Track and locate clinical records and deliver to the appropriate location.
• Forward records requiring clinical coding to the Coding Unit.
• Create new clinical files and maintain records to required formats.
• File loose clinical documentation accurately and keep records complete.
• Prepare documents for digitisation and scanning within required timeframes.
• Ensure scanned documents meet quality standards.
• Process and distribute incoming correspondence promptly and accurately.
• Maintain professional communication with hospital staff and stakeholders.
• Keep up to date with clinical records procedures and policy changes.
• Support process improvements and collaborate with the team.

Skills

Attention to detail

Problem solving

Customer service

Communication skills

Independent work

Team collaboration

Confidentiality

Waitaha Canterbury

Clinical records

Healthcare experience

Tools

Patient management system

Job description

Health New Zealand - Te Whatu Ora – Christchurch, South Island

• Permanentfull time position working 40 hours per week

Health New Zealand | Te Whatu Ora is firmly grounded in theprinciples of Te Tiriti o Waitangi and is committed to building a health systemthat serves all New Zealanders.

Are you organised, detail-focused, and committed toproviding high-quality health information services? We are looking for aClinical Records Administrator to join our team and play an important role inensuring clinical information is accurate, accessible, secure, and availablewhen needed to support patient care.

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

As part of the Administration and Clerical Pay Equity Claimsettlement this role has beenmapped to National Band 3/Profile 3 (finalplacement step is dependent on skills, knowledge and experience)

For further information about the administration andclerical pay equity settlement please followthe link below:

PSANational Health Administration Collective Agreement - FINAL(tewhatuora.govt.nz)

About the Role

You will be responsible for the day-to-day management andprocessing of clinical records, supporting clinical teams to access theinformation they need while ensuring records are maintained to requiredstandards.

Key responsibilities include:

• Managingrequests for health information required for clinical care, includingpaper and electronic records.
• Trackingand locating clinical records and ensuring they are delivered to theappropriate location.
• Identifyingrecords requiring clinical coding and forwarding them to the ClinicalCoding Unit.
• Creatingnew clinical files and maintaining records in accordance with establishedclinical record formats.
• Filingloose clinical documentation accurately and ensuring records are completeand well organised.
• Repairingor replacing damaged or deficient clinical record covers and volumisingrecords as required.
• Preparingpatient documents for digitisation and scanning records within requiredtimeframes.
• Ensuringscanned documents meet agreed quality and digitisation standards.
• Processingand distributing incoming correspondence promptly and accurately.
• Providingprofessional and courteous communication with hospital staff and otherstakeholders.
• Maintaininga strong customer service focus and contributing to positive patientoutcomes.
• Keepingup to date with changes in clinical records management, departmentalprocedures, and policies.
• Supportingthe review and development of processes, procedures, and guidelines.
• Workingcollaboratively with team members and other hospital staff to achieveservice objectives.
• Prioritisingyour own workload while providing assistance and support to colleagueswhen 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:

• Strongattention to detail and accuracy.
• Ahigh level of problem-solving ability.
• Astrong customer service focus and commitment to quality patient outcomes.
• Goodwritten, verbal, and interpersonal communication skills.
• Theability to work independently and meet established deadlines.
• Apositive and collaborative approach to working as part of a team.
• Theability to maintain confidentiality and handle sensitive healthinformation appropriately.
• Awillingness to learn and keep up to date with clinical records processesand systems.
• Experiencewith Waitaha Canterbury patient management systems.
• Experienceworking with clinical records or health information.
• Stronganalytical and influencing skills.
• Experienceidentifying and resolving data integrity issues.
• Previousexperience working within a healthcare or hospital environment.

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuringexcellent healthcare for the people of New Zealand. We embrace a workforce thatis diverse and inclusive so that we are better positioned to understand andservice our community. We welcome applications from our diverseMāori, Pacific, disabled, and rainbow communities.

We will review applications as received and may proceedwith the recruitment process, before the closing date of this advert