Health Records Officer Clinic Prep

Job Summary

Key elements of the role include engagement with colleagues from across the Trust, both in person and via telephone, preparing health records in readiness for Out Patient appointments and tracking records using IT systems.

Secondment would be considered.

To provide preparation and maintenance of patient health records for Hospital/ Outpatient appointments.

Your role is that of a generic Health Records Officer, and although you may be based in a specific section, with clearly defined duties and responsibilities, training will be provided to ensure you are able to fulfil the duties required in all areas of health records work.

In support of good quality/ client care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide.

Based in the North East of England we provide a range of hospital and community health services from our leading facilities including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

Previous applicants need not apply.

Date posted: 12 January 2026

Pay scheme:
Agenda for change

Band:
Band 2

Salary: £24,465 a year pa

Contract:

Fixed term

Duration: 12 months

Working pattern:
Full-time

Reference number:

Job location:

Queen Elizabeth Hospital, Sherrif Hill, Gateshead, NE9 6SX

Secondment would be considered.

• Establish effective relationships within the Trust communicating with Trust Senior Management, Medical and Nursing staff, Medical Secretaries & Ward Clerks, Receptionists (irrespective of location), Clinical Coding Officers, other Trusts, Authorized Researchers and Health Records Staff.
• Liaise with Training and Development ensuring all mandatory training is up to date.
• Utilise different methods of communication e.g. email, telephone, face to face and fax.
• Handle enquiries from service users, in addition to making and receiving telephone calls on service related matters.
• Ensure the Clinic Preparation process is adhered to at all times and any anomalies are reported to Team Leader.
• Communicate effectively within the Team e.g. handover at end of shift, attendance at Team Meetings, action emails etc.
• Maintain patient confidentiality and security of health records/documents at all times and report concerns relating to either.
• Obtain patient health records within designated time frames and ensure information/documentation is filed accordingly within best practice guidelines.
• Handover to colleagues at the end of shift to support service provision.
• Use Microsoft Outlook to request health records that are external to the Health Records Department in preparation for the patients clinic appointment.
• Collect and deliver health records throughout the Trust in line with Health & safety and manual handling policies and procedures on a daily basis, to ensure service provision for outpatient clinics.
• Ensure all records for clinics are available prior to the date required in line with service level agreements. Also ensure that records are provided when required for short notice walk in patients.
• Audit any concerns or incidence of noncompliance relating to record provision within timescales agreed in departmental procedures.
• Create or replace records after Team Leader has investigated any missing or damaged records.
• Retrieve patient referral letters from Windip and request any missing letters from the Booking Centre.
• Prepare all health records for clinic by checking patient demographics against PAS to ensure they are up to date, reprinting front sheet and labels if not. Check patient has enough labels, insert history sheet and referral letter into Health Record.
• Navigating the Health Record Tracking System ([Filefast]) to ensure all records received into the department are tracked into and tracked out of the department.
• Action any additions to clinics within a timely manner.

Essential

Skills and Knowledge

• Excell…