Health Records Clerk
Job overview
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
The Health Records Clerk provides essential clerical and administrative support to the Health Records function, contributing to the effective delivery of patient care by ensuring that patient information is accurately processed, scanned, and made available to clinical teams when required.
The post holder will carry out a range of routine but important tasks, including the preparation, scanning, indexing, filing, tracking, and storage of patient health records in both paper and electronic formats. A significant part of the role involves scanning clinical documentation onto the electronic patient record system, ensuring documents are complete, correctly labelled, and of an acceptable quality in line with local procedures.
Main duties of the job
The post holder will be required to handle confidential and sensitive information and must adhere to data protection legislation, confidentiality requirements, and organisational standards at all times.
Prepare patient health records for scanning in accordance with local procedures, including sorting, removing staples, and checking documentation is complete. Scan, index, and upload patient documentation to the electronic patient record system accurately and in a timely manner.Carry out basic quality checks on scanned documents to ensure clarity, correct patient details, and accurate document type allocation. File, retrieve, track, and store paper health records using electronic tracking systems. Respond to routine requests for patient records from wards, clinics, and departments, escalating issues as required .Assist with the archiving, retention, and disposal of records in line with retention schedules and Trust policies.
Maintain confidentiality and security of patient information at all times, adhering to Data Protection legislation, Follow clear instructions, standard operating procedures, Use basic IT systems and office equipment, including scanners, computers, and tracking systems.
Highlight missing, misfiled, or damaged records to the appropriate supervisor. Maintain a tidy and safe working environment in line with health and safety requirements.
Working for our organisation
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research.We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected.In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Detailed job description and main responsibilities
Working under supervision and following established policies and protocols, the Health Records Clerk will support clinics, wards, and departments by responding to requests for records, maintaining accurate tracking systems, and assisting with the movement, retrieval, and archiving of patient notes.The role requires attention to detail, the ability to follow instructions, and the capacity to work reliably in a busy healthcare environment.
Scanning tasks- To receive documents into the department for scanning
- Preparation of the information to specified standard operating procedure
- Ensure information is scanned to the specified quality, using the data capture software and Electronic Document Management System , raising issues as necessary to your line manager
- To undertake quality checks of scanned images
- The post will require frequent periods of sitting using the PC and scanning equipment
- The post will require frequent periods of concentration to ensure information is scanned appropriately, to the correct record, and to the required quality.
- The post will require some use of health records trolleys contain records and therefore some pushing of trolleys will be necessary
- To work within the Health Records library responding to electronic requests for previous Casenotes,
- Responding to telephone calls to the department
- The generation of new Casenote volumes for future inpatient activity
- To participate in the retention and destruction programme for health records, identifying those records that meet the Code of Practice for Records Management’s minimum retention period.
- To respond to calls to the department for urgent requests for Casenotes
- Use the Casenote tracking system to ensure all medical records are tracked to the correct location.
- To file records returned to the library using the Casenote tracking system and mobile devices to file to appropriate shelf.
- To utilise the online system for requesting return of records stored with the off –site storage bureau
- The post will require frequent periods of standing and will include elements of lifting, sorting and handling of case records
- The post will require frequent use of health records trolleys containing records therefore require some pushing and pulling of trolleys.
- The post will require frequent use of the computer / handheld devices to track records.
Person specification
Education and Qualifications
Essential criteria- minimum of 3 GCSES or equivalent including Maths and English (4) Basic Computer/IT qualification or relevant experience to demonstrate computer literacy (4)
Experience
Essential criteria- Working in a demanding environment to meet tight deadlines (4) Working within an adminstrative role and customer service environment (4)
- Previous experience of working with an Electronic Document Managment system (3) Previous experience of working within a Health Records environment (2) Previous experience of using the Trust's Patient administration system (3) Previous experience of using the Trust's Electronic Casenote Tracking System (3)
Skills, Ability and Knowledge
Essential criteria- Sound knowledge of GDPR, (4) Sound knowledged of Subject Access requests/Access to Health Records (4) Ability to manage own workload (4) Ability to develop and maintain a good working relationship with colleagues (5) Excellent communication skills (5)
Personal Qualities
Essential criteria- Patient focussed (5) Reliable and punctual (5) Ability to work to defined protocols and seek advice where appropriate (5) have a flexible and "can do" approach (5)
- All correspondence will be sent to you via the email address you applied from. Please ensure you check your emails regularly.
- References - please ensure you provide email addresses for all referees for the last three years of employment.
- We are committed to equality of opportunity and welcome applications from everyone regardless of ethnicity, disability, gender, age, faith or sexual orientation. Appointment will be based on merit alone.
- Flexible working will be considered in line with Trust policies
- New recruits are required to pay for their Disclosure and Barring Service check (and admin fee) prior to starting if the role requires a DBS check.
- We work with ‘trac.jobs’ to support out recruitment process. If you have any queries regarding this please read this privacy notice.
University Hospitals of North Midlands NHS Trust (UHNM) has been awarded the Gold Award for proudly supporting those who serve. We actively encourage applications from the Armed Forces community.
We will communicate with you regarding your job application via email. Please be aware that we cannot guarantee the security of any emails sent/received via non encrypted format.
If you would like support completing an application form, please contact the recruitment department on 01782 675533 where one of our trained assistants will be able to help
At UHNM we are fortunate to receive a high volume of applications for many of our roles, on this occasion we would reserve the right to close any advert early, therefore please apply without delay!
If you obtained your qualifications overseas, you will be required to provide an official government translation through ECCTIS (formerly known as NARIC). Please note, this is in addition to any professional registration requirements and not a replacement for your qualifications.
If you are currently in the UK on a visa, you must have at least six months remaining on your visa at the time of your start date to ensure sufficient time for the operational and training process associated with the role. The requirement of at least six months remaining on your visa does not apply to a Skilled Worker Visa, as a new Skilled Worker Visa would be required for a new role.
In line with the change of Immigration rules on 8th January 2026 if you require Sponsorship through the Skilled Worker Visa you must be able to provide B2 English evidence before a Certificate of Sponsorship can be issued.
Visa eligibility notice: The UK Home Office has imposed an emergency brake on specific visa routes.- Skilled Worker visas cannot currently be issued to Afghan nationals.
- Study visas cannot currently be issued to nationals of Afghanistan, Cameroon, Myanmar or Sudan.
As a result, we are unable to progress applications requiring sponsorship under these routes.
UHNM supports the responsible use of Artificial Intelligence (AI) to assist in preparing your supporting statement. However, we reserve the right to reject applications where AI has been used in a misleading manner, for example, by implying experience or understanding that the applicant does not possess or where its use is excessive or unfair.If AI has been used to support your application, you must declare this within your submission.