An exciting opportunity has arisen to join our friendly team of Health Records & Clinic Prep Clerks within Gloucestershire Royal Hospitals NHS Foundation Trust.

We are looking for a motivated team player who wants to make a difference in support of patient care.

You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and filed within required times. This is a physical job within a secure confidential records store, where you will be handling patients’ health records as well as updating their location on the dedicated records tracking system.

You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment.

The successful candidate will be motivated to positively impact on patient care by ensuring records are available when and where they are required.

The main duties of the post include the retrieval of health records from the health records library, use of clinic retrieval lists generated by our Patient administration system (PAS) TrakCare, tracing and sending of health records to community hospitals, wards and clinical areas as well as to file returned health records within the Library.

The work involves the movement of heavy files, therefore this would ideally suit someone who has a high level of personal fitness.

The successful candidate will be required to be flexibly across both sites.

The Health Records Library routine hours are 08:00 to 20:00, Monday to Friday, with a reduced number of staff providing cover as part of the weekend and Bank Holiday rota.

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and / or in off-site storage.

Access, print and work from record request lists managed as part of electronic patient administration system (PAS) Trak Care.

Request records to be returned to site from off site storage using external company’s web based electronic tracking system when required.

Deal with telephone enquires internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.

Assist in locating case notes that have been miss filed with in the Health records Library.

From printed and electronic record request lists, retrieve records from the library for clinic prep using the Case note tracking function of Trak Care to identify location of all health records. Work / liaise with admin and clerical staff across the trust to assist in the location and retrieval of records in time to support patient care allowing time for transportation and delivery.

Sort returning files and return them to file accurately in the correct location within the health records library

Pack and unpack health record files into and out of bags and / or boxes as required for clinic preparation and / or collection and delivery to wards, clinics and other departments. Sort deliveries of boxes/bags that are received in Health records for other areas.

Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, add current year sticker to records for all episodes of care.

Repair or replace case note folders which require maintenance when required.

Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak care accordingly.

Split records into volumes, when they have become too large, following trust procedure.

Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 2018.

Using the case note tracking function of Trak Care to ensure all records are correctly traced enabling the current location of the record to be available to all health records users within the Health Community.

Comply with Trust and Departmental policies and procedures eg Health and Safety at Work 1974, Data Protection Act 2018, UK GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.

Person specification / Role requirements

Good general education to include GCSEs grade C in English and Maths or equivalent.

Confidence in using standard windows based IT applications, training will be given to ensure proficient use of the patient administration and health records tracking functions of the hospital computer system (TrakCare). Previous related experience would be an advantage.

Good interpersonal and communication skills

Good time management skills including ability to work to set deadlines for own work load

A good professional telephone manner for dealing with queries liaising with Health Professionals and Administration staff both internal and external to the Trust.

Ability to work flexibly, calmly, quickly and accurately under pressure