Health Records Clerk

The Royal Wolverhampton NHS Trust•Wolverhampton, WV

1d•Onsite

About The Position

We are looking for 2 Fixed Term (May 2026-March 2027) enthusiastic persons to join our Health Records Team. You must be able to work well as part of a team and on your own initiative. The post holder will undertake various administrative duties associated with the custody and use of Health Records as well as those associated with a patient's admission and/or attendance to the Trust, as outlined in the OP07 Health Records Policy. It is expected that the post holder will demonstrate a level of initiative within clearly defined limits and adhere to the OP07 Health Records policy and Data Protection Act 2018 at all times.

Requirements

Ability to work well as part of a team and on your own initiative.
Adhere to the OP07 Health Records policy and Data Protection Act 2018 at all times.
Demonstrate a level of initiative within clearly defined limits.

Nice To Haves

Experience with Opex, Kodak and IQ Scanner machines.
Familiarity with PAS system.
Experience with Spine and PAS system.
Experience with EDT hub.
Experience with Docman.
Experience with microfilm.
Experience with spreadsheets.
Experience with computerised Patient Administration System.
Experience with Health & Safety, Fire Regulations.

Responsibilities

Retrieve Health Records from the library for Out-patient clinics and any other requests using the departmental process in a timely manor.
Sort and accurately file Health Records on return to the department using the departmental process in a timely manor.
Answer the telephone and other enquiries regarding Health Records location and access information via the PAS system.
Action emails coming into the department.
Remove and weed inactive Health Records from the library for destruction in accordance with the retention schedule set out in the OP07 Health Records Policy.
Conduct in depth searches for Health Records that are not correctly filed.
Ensure the timely delivery of prepared clinics to the appropriate Out-Patients Departments where appropriate.
Be responsible for the timely processing of all incoming and outgoing mail.
Arrange internal transport for Health Records as required.
Process any requests for stationary and to monitor the stationary stock levels in the department. If necessary request a replacement order.
Collect ‘Skinny’ inpatient files on a daily basis from all wards across the site for patients who have been discharged.
Prepare and scan Health Records using Opex, Kodak and IQ Scanner machines into the Clinical Information Systems according to the OP07 Health Records Policy and within the Trust timescale of 24 hours.
Conduct the Data Quality checking process of scanned documents as per departmental process.
Process requests for Health Records held on microfilm and bring back to hard copy if required.
Make the necessary checks using the Spine and PAS system to re-direct rejected e-discharges received via the EDT hub or through the post and to update PAS and forward onto the correct GP.
Action GP correspondence received via the EDT hub for patients not registered and no longer registered with a GP and re-direct to the correct GP.
Ensure any duplicates are sent for deletion via Docman.
Re-send to the correct GP any e-discharges that may have been sent incorrectly.
Accurately investigate complex merges, duplicate NHS numbers and PAS registrations by checking spine and PAS in order to determine if a merge of Health Records is appropriate both physically and electronically and take action within the allocated timeframe.
Liaise with GP surgeries for clarification regarding patient demographics.
Inform clinicians via email of any errors received on returned e-discharges.
Maintain and update incorrect e-discharges onto spreadsheets.
Accurately input and update all patients related information received via telephone calls that may come in internally or externally onto the computerised Patient Administration System.
Accurately mark patients as deceased via the Patient Administration System from computer generated lists ensuring Health Records are retrieved and updated accordingly.
Be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security, and to respond in a professional & sensitive manner when dealing with confidential issues.
Be familiar and comply with all Divisional and Trust policies, procedures and practices.
Take part in the annual appraisal system.
Cover in the absence of colleagues as required.
On occasions staff may be required to lone work therefore will follow the lone working policy and procedure.
Undertake training in other areas of Health Records to support cross-cover in the absence of colleagues as and when required for example Scanning, Library or Switchboard Services.
Undertake mandatory training sessions and undergo training as deemed appropriate by your line Managers as and when required.
Assist with the training of newly recruited Health Records staff, including an introduction into working practices and procedures.
Participate on the Bank Holiday Rota if required.
Be aware of, and comply with Health & Safety, Fire Regulations and to report accidents / untoward incidents / hazards to the Team Leader / Manager.
Have a duty of care and keep the department tidy including the Library filing system is clear of debris and Health Records are stored tidily.
Respond to all visitors that report to reception and assist with their enquiries.
Be aware of the security arrangements in your own working area and to be responsible for the security/distribution of any keys or fobs held in the department.
Be responsible for the security of case notes in the department.
Ensure data quality & departmental standards are maintained & kept up to date at all times.