Clinic Preparation Clerk

Clinic Preparation Clerk

The closing date is 02 February 2026

The Medical Records Department provides comprehensive clerical support to the trust in all aspects of patient records.

The hours are 37.5 per week, days and times to be discussed at interview, core office hours are Monday - Friday 08.00 to 17.00pm.

The post holder will be required to work within the Doncaster Royal Infirmary medical records libraries.

We securely store approx. 1.8 million volumes of patients records in 9 libraries on the three trust sites.

This team contributed last year to pulling over 650,000 sets of notes, filing over 820,000 sets of notes and prepping over 55,500 clinics.

The post gives the post holder the opportunity to liaise with multiple areas, departments and personnel.

By ensuring patients' casenotes are available, the service we provide plays an crucial part of patient care.

All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality whilst upholding the Trust’s WE CARE values.

• Ensuring patients casenotes are available at the point of care.
• Pull and file medical records, using Terminal Digit Filing and location based filing systems; record casenote transfers on iFIT.
• Responsible for locating, preparing (to a required standard) and delivering of casenotes for outpatient clinics according to departmental guidelines.
• Merge and amalgamate casenotes to ensure the correct/relevant volume is available at the point of care.
• Liaise with other departments, hospitals, GP Practices and external companies as necessary, particularly in respect of ensuring that data on Trust computer systems is correct.
• Responsible for ensuring casenotes are tagged and associated correctly and correcting any errors.
• Have involvement towards the culling of casenotes in line with the Retention Policy.

DBTH is one of Yorkshire's Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues. At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

We offer a range of benefits to support our people including:

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Please see attached to the advert a job description and person specification for further details. Please ensure you read this document carefully. Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

For individuals who may require sponsorship under the skilled worker or health & care visa route please use the link below to check your eligibility.

Check if you need a UK visa -

Please note that from 9th April 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

• GCSE/O Level English or equivalent experience
• GCSE/O Level Maths or equivalent
• RSA Level 1 keyboard skills or equivalent experience

• Admin Experience including filing and data input
• Responsible for own workload
• Managing large volumes of work with strict deadlines
• To observe Trust Policies on handling confidential information
• Previous NHS or records experience
• Experience of working with Patient Administration Systems
• Filing systems
• Experience of working in a patient focused environment

• Ability to work within a team
• Proven communication skills with the ability to communicate confidently and effectively with all members of staff, patients and public
• Demonstrate accuracy and attention to detail
• Ability to work to deadlines
• Ability to work under pressure using own initiative but maintaining quality
• Ability to problem solve
• To work independently

This post is subject to the Rehabilitation of…