Medical Records Clerk | Tameside and Glossop Integrated Care NHS Foundation Trust

We are looking to recruit an enthusiastic individual to join our busy administration team providing a professional and effective Medical Records Service for the Trust.

Medical Records staff ensure the efficient storage, use and provision of medical records to support patient care.

All Medical Records Clerks share the same job description and may be assigned to work in any of the roles outlined within that description.

This is a fixed-term 12-month contract with the possibility of becoming a permanent position.The 25-hour post will primarily be worked Monday to Friday, however all staff are contracted to work 5 over 7 days and you will therefore be expected to work weekends and bank holidays where needed.

Computer literacy is essential as you will be required to input and extract information from a number of Trust Patient Administrative Systems. The successful candidate will also have a high level of accuracy and attention to detail and an understanding of confidentiality.

Please note that all Medical Records roles require significant physical effort whilst moving and handling medical records.

To provide an efficient Health Records service maintaining a high level of accuracy and confidentiality at all times. Medical Record staff ensure the efficient storage, use and provision of medical records to support patient care.

The successful candidate will have good communication & customer service skills, be friendly and caring whilst maintaining a professional approach, and be able to evidence the ability to ensure accuracy and attention to detail at all times.

An appreciation and understanding of the confidential nature of the work is essential. You should be able to work as part of a very busy team and on your own initiative.

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate:

• Safety


• Care


• Respect


• Communication


• Learning


We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.

Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.

A. Clinic Preparation

1. Produce daily Clinic lists from the patient administration system.

2. Query and amend any incorrect patient details.

3. Extract required case-notes from Medical Records file and locate those currently outside the department using the electronic tracking system.

4. Assemble case-notes to include referral, divider, history sheets, report sheet etc., ensuring they are acceptable for clinic use.

5. Track all notes to appropriate destinations.

6. Ensure all records are present and correct for collection in line with Clinic deadlines

7. Deal promptly with all internal and external telephone queries.

B. Clinic Delivery

1. Daily collation of clinic records per clinic area.

2. Organise, Track and Load clinic records into trolleys.

3. Liaise with Clinic Preparation team as required.

4. Deliver all clinic trolleys per session.

5. Retrieve empty trolleys from previous sessions.

C. Scanning, Culling and Library Maintenance

1. Prepare Casualty Cards and Case-notes for scanning. (Cards are scanned Weekly, four weeks retrospectively)

2. Scan Casualty Cards and Case-notes into the Electronic Document Management System

3. Retrieve or provide advice re scanned Casualty cards and Case-notes Disc as and when requested.

4. Extract and send Case-notes from the library as requested

5. Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site.

6. Cull and provide maintenance to 'thick' case-notes to alleviate storage difficulties and ensure they are acceptable for use.

7. Track all notes to appropriate destinations.

D. Filing

1. Receive in and refile all case-notes returned to the Medical Records Library and file using the electronic RFID case note tracking system.

2. Cull filing bays to alleviate storage difficulties and re-site notes accordingly to other library areas on site

3. Locate and extract case-notes from faxed/e-mailed requests from numerous internal and external sources.

4. Assist other members of staff in the location of miss-filed/'missing' case notes.

5. Generally assist with all clerical duties within Medical Records as and when requested by the Records Manager or Supervisor.

6. Notify the Supervisor or Health Records Manager of any problems that occur.

E. Med Legal admin support

1. Provide general admin support to the Health Records Administrators within the Med Legal Section

2. Photocopying/ Printing health records in line with departmental processes

3. Completion of Compensation Recovery Unit database, 1. To provide cover for colleagues as directed by your manager.

2. Risk Management (Health & Safety)

a) You will follow risk management procedures at all times. The Risk Management procedures for the Trust and the department are kept by the departmental manager.

b) You are personally responsible for Risk Management issues in respect of yourself and your colleagues.

c) If you identify a potential hazard you should report it to your manager / supervisor at once. If in doubt you should speak to your manager for guidance.

d) You must always use safety equipment provided, and report any defects to your manager. You must attend Risk Management Training as directed by your manager.

e) If you are a manager or have line management responsibilities for staff or a department or area of work, you are responsible for the Risk Management issues in that area. You will ensure that there is an annual Risk Management audit in your area and make sure that where necessary, an action plan eradicating risks is drawn up and implemented.

f) Should you need help in resolving Risk Management matters, you must seek assistance from your manager.

3. Infection Prevention and Control

a) You are personally responsible for ensuring that you protect yourself, patients, visitors and colleagues from the risks of infection associated with health care activities and the care environment.

b) You must adhere to infection prevention and control policies at all times liaising with the infection control team and acting on any instructions given.

c) You must attend regular infection prevention and control update training.

d) You should at all times promote and demonstrate good practice for the prevention and control of infection.

4. To avoid any behavior which discriminates against your fellow employees, or potential employees on the grounds of their sex, sexual orientation, marital status, race, religion, creed, colour, nationality, ethnic origin or disability.

5. To safeguard at all times confidentiality of information relating to patients and staff.

6 Child Protection and Vulnerable People

It is the responsibility of all staff to safeguard children and/or vulnerable adults, to access training to ensure they know what constitutes abuse, and what support is available to them, at a level appropriate to their role and responsibilities.

To report any concerns, without delay, to the identified person within their department/division or area of responsibility as per the relevant policies, keeping clear records, and following up as required to ensure necessary actions have been taken.

7. No Smoking Policy

The Trust operates a No Smoking Policy which states that smoking is prohibited within all Trust premises and on the site. This includes entrances, exits, cars, lease cars, car parks, pavements and walkways, areas hidden from general view and residences. As an employee of the Trust you are expected to comply with this policy, failure to do so may result in disciplinary action being taken under the Trust's Conduct and Disciplinary Policy.

7. To behave in a manner which ensures the security of NHS property and resources.

8. To abide by all relevant Trust Policies and Procedures.

This list of duties and responsibilities is by no means exhaustive, and the post holder may be required to undertake other relevant and appropriate duties as required.

This job description is subject to regular review and appropriate modification in consultation with the post holder.

Good communication skills are essential when dealing with internal and external contacts both verbally and face to face. Telephone enquiries must be dealt with professionally adhering to Trust policy at all times.

Reception and appointments experience is desirable as well as a knowledge of other hospital departments used when providing general non-clinical advice to patients/relatives e.g. directions, visiting times, ward & clinic locations etc.

Monitoring of own workload is required to ensure session/data deadlines are met especially when additions to clinic are made at short notice.

Good keyboard skills are required for inputting and amending patient information onto the Lorenzo system, thus ensuring Data Quality.

Training of new staff, bank staff, and work experience trainees etc. in the working methods of reception and appointments procedures.