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Prif leoliad
Health Records
Gradd
Band 2
Contract
Parhaol
Oriau
Llawnamser - 37.5 awr yr wythnos
Cyfeirnod y swydd
287-CEF-144-26
Cyflogwr
Liverpool University Hospitals NHS Foundation Trust
Math o gyflogwr
NHS
Gwefan
Liverpool Heart & Chest Hospital NHS Foundation Trust
Tref
Liverpool
Cyflog
£25,272 per annum
Cyfnod cyflog
Yn flynyddol
Yn cau
19/10/2026 23:59

Teitl cyflogwr

Liverpool University Hospitals NHS Foundation Trust logo

Health Records Clerk

Band 2

Trosolwg o'r swydd

The Health Records Clerk is responsible for the accurate, complete and timely availability of patient records and documentation within the Electronic Document Management Systems as part of the patient clinical record.

The role involves being responsible for document retrieval, preparation, scanning, indexing and quality assurance processes in line with departmental procedures including the use of the EDMS, PAS and EMIS systems, along with a number of other systems and IT processes.

Prif ddyletswyddau'r swydd

Working as a member of the Health Records Scanning Bureau, the post holder will be responsible for retrieval, transportation, archiving, preparation, indexing, scanning, sorting, handling and quality assurance of health records, supporting the digitisation of paper-based records into the Trust Electronic Document Management Systems (EDMS), Hyland Onbase and EMIS in line with departmental procedures.

The role is vital to support service users regarding health records related processes including medical staff, nursing staff, allied health professionals, medical secretaries, administrators and external agencies. Document preparation and manual scanning includes frequently being seated whilst completing these tasks.All post holders are to be involved in and adaptable to future changes in the scope and location of their role, supporting health records processes and being receptive to change as the Trust EPR and EDMS solutions develop and mature over time, in particular supporting processes that are compliant with BS10008 scanning standards.

Gweithio i'n sefydliad

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.

We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year.  The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Locate (using software such as CD View, Dip, Restore and PAS) request, obtain and make available case notes from main library and Off-Site Storage locations as required to be scanned into EDMS. Communicate with Apogee to arrange the return of critical care charts.

Receive, sort and send internal/external post forwarding to relevant team/ward as appropriate. This includes returning, tracking and ensuring the delivery of case notes to other trusts via post.

Liaise effectively with all disciplines of staff and other staff to ensure efficient lines of communication are maintained at all times.

Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate Team.

Participate and contribute to departmental meetings and feedback discussions. 

Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area.

Report any information related incidents direct to the departmental manager immediately and ensure the Trust incident reporting process is followed.

Follow Trust and departmental processes and procedures to ensure a high quality, resource efficient and cost-effective service is provided.

Prepare documentation for scanning in line with departmental procedures, ensuring the records that are required are scanned into the EDMS, including utilisation of PAS to produce indexing barcodes.

Scan documentation using the departmental scanning devices and index records accordingly to ensure documentation is classified and indexed to the correct patient record.

Collect and transport paper records requiring scanning or archive from all areas of the organisation as required.

Undertake photocopying, filing or other administrative tasks when required.

Ensure that lifting and handling guidelines are adhered to and comply with all Health and Safety requirements. Carry out regular maintenance and cleansing of scanning devices to ensure devices are appropriately maintained and remain operational. Issues, faults or damages must be reported immediately.

 Use trolleys safely in all areas of the hospital for the daily collection and transportation of health records from Wards and other departments.

Undertake any other duties required by manager appropriate to the Grade and relevant to the role, being flexible to the needs of the service to support effective delivery of service and support future changes of the health records service.

Governance & Quality

Maintain the health records department, documentation prepping and document sorting areas ensuring confidentiality, security, integrity and availability of health records at all times. 

Ensure all requests for disclosure of information are directed to the Information Governance Team.

Ensure all movements of case notes are appropriately and accurately tracked on PAS.

Achieve a high standard of data quality when entering data into PAS or other departmental data capture processes e.g. activity logs, quality assurance logs.

Receive and sort loose paper filing in preparation to be filed within case notes or scanned into the EDMS, ensuring documentation is scanned to appropriate visit ID.

Maintain accurate and up to date records of work completed daily to ensure departmental KPIs and service level agreements can be monitored.

Undertake quality assurance processes to ensure documentation scanned into EDMS is indexed correctly and legible ensuring any deficiencies or issues are documented and rectified in a timely manner.

Champion and comply with the Records Management, Information Governance and Data Quality Policies.

Review the daily report from EDMS Scanning Tracking Location, and identify the correct process needed to ensure patients records are ordered/located.

Ensure compliance with manual handling including health and safety requirements to maintain sufficient space within the health records department including archiving of records and boxes to off-site storage.

Follow and comply with departmental procedure documentation. When new procedures are implemented or existing documentation updated, become familiar with the changes.

 

 

Manyleb y person

Qualifications

Meini prawf hanfodol
  • Educated to GCSE standard with 4 GCSE's at levels A-C or equivalent
  • ECDL or evidence of IT training
Meini prawf dymunol
  • Registration with and/or working towards records management or legislative qualification e.g. ISEB DPA, IHRIM, UKCHIP, BCS, Records Management Society etc.

Experience

Meini prawf hanfodol
  • Experience working in a hospital or NHS environment
  • Clerical experience and able to undertake duties including filing, photocopying, data entry, faxing and email etc
  • Experience of working with members of the public/patients
Meini prawf dymunol
  • Experience of handling and using case notes/health records
  • Previous experience of using a PAS system
  • Previous experience or knowledge using EDMS, EPR or other document management software

Knowledge

Meini prawf hanfodol
  • Knowledge of health records processes or systems (retrieval, filing, indexing, scanning, quality assurance etc)
Meini prawf dymunol
  • Awareness of legislation, standards and guidelines relating to records and information management

Skills

Meini prawf hanfodol
  • Excellent communication skills, both verbal and non-verbal when dealing with patients, clinicians, internal and external agencies

Bathodynnau ardystio / achredu cyflogwyr

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Gofynion ymgeisio

Mae'r swydd hon yn ddarostyngedig i Orchymyn Deddf Adsefydlu Troseddwyr 1974 (Eithriadau) 1975 (Diwygio) (Cymru a Lloegr) 2020 a bydd angen cyflwyno Datgeliad i'r Gwasanaeth Datgelu a Gwahardd.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Dogfennau i'w lawrlwytho

Gwneud cais ar-lein nawr

Rhagor o fanylion / cyswllt ar gyfer ymweliadau anffurfiol

Enw
Lorraine Robinson
Teitl y swydd
Information Governance Manager
Cyfeiriad ebost
[email protected]
Gwneud cais ar-lein nawrAnfonwch hysbysiadau ataf am swyddi gwag tebyg