Clinical Records Administrator

Health New Zealand - Te Whatu Ora - Waitaha Canterbury; Christchurch; On-site; NZD 52,000 - 72,000; Full time

Job summary

Health New Zealand - Te Whatu Ora - Waitaha Canterbury seeks a Clinical Records Administrator in Christchurch. You will manage day-to-day clinical records, support clinical teams, and ensure records meet standards for care delivery.

Key tasks include handling requests for health information, locating records, forwarding to coding unit, creating files, digitisation prep, and maintaining confidentiality. You will work with Waitaha Canterbury systems, uphold data integrity, and contribute to

Qualifications

• Strong attention to detail and accuracy.
• High level of problem-solving ability.
• Strong customer service focus and commitment to patient outcomes.
• Good written, verbal, and interpersonal communication skills.
• Ability to work independently and meet deadlines.
• Positive and collaborative approach within a team.
• Maintain confidentiality and handle sensitive health information.
• Willingness to learn and keep up to date with clinical records processes and systems.
• 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.

Responsibilities

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

Skills

Attention to detail

Problem solving

Customer service

Communication skills

Independent work

Team collaboration

Confidentiality

Adaptability to processes

Tools

Waitaha Canterbury PMS

Job description

Health New Zealand - Te Whatu Ora - Waitaha Canterbury - 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.