Health Records Assistant

Overview

To provide and maintain an efficient and high standard Health Records Service throughout the Trust. The post holder will work to maintain the Main Store and Archive area ensuring the integrity and security of all health records.

The Central Records Library comprises three main areas:

• Main Office/Pre-file area – support the pulling and filing of Health Records within the Central Records Library for all clinical activity.
• Archive area – support the filing and culling of REI records and Deceased records.
• Other functions – undertake the retention and destruction of all Health Records and REI records in accordance with the Records Management Code of Practice 2021 and the Trust’s policies and procedures.

Main Office/Pre-file Area

• Action all telephone calls and written/emailed requests for case notes promptly, recording a detailed account and outcome of each request.
• Retrieve, pack, and trace notes electronically to the appropriate department.
• Ensure notes are available for clinics everyday and inform Prepping Teams of any missing records.
• Unpack all deliveries of case notes, pre‑sort into appropriate filing areas, and file into the main store, tracing each case note onto iPM at every stage.
• Distribute all incoming external and internal mail deliveries to appropriate office areas within the CRL.

Archive Area

• Review storage capacity within the main store and archive area and plan for future growth.
• File all REI records, box Deceased and A&E records.
• Ensure all patient record requests from Crown are dealt with efficiently and spreadsheets are kept updated.
• Retain and destroy all patient health records in accordance with the Records Management Code of Practice 2021.
• Scan the main store to identify misfiles and growth.
• Prepare and sort Service Personnel records ready for destruction.

Generic Tasks Across All Areas

• Act as a point of contact for Clinicians and other staff groups, providing advice and support on all Health Records issues.
• Generate electronic pulling lists via the Corporate Services function on Trustnet and use them to locate and pull case notes from the main store and archive area.
• Use personal judgement and initiative to locate missing or misfiled records.
• Action and close electronic requests from various hospitals, departments, and other areas via the CRL electronic emailing system.
• Maintain secure condition of notes, carry out basic repairs and pass to Filing Coordinator if needed.
• Keep filing bays tidy and move case notes as required.
• Maintain library storage in terminal digit order, realigning and accurate filing.
• Monitor and report on personal workload statistics.
• Participate in audits, questionnaires, and surveys relating to evaluation of services.
• Handle queries from clinical and other Trust staff and know when to seek senior support.

Additional Responsibilities

• Work during out-of-hours periods to action incoming telephone requests for urgent case notes.
• Cover other CRL staff duties as required.
• Assume a Bank Holiday on a rota basis.
• Assist new staff members, demonstrating duties and sharing knowledge.
• Undertake any other duties commensurate with the grade of post in agreement with the department manager.
• Maintain status of a closed Medical Records library, checking visitors’ identification at all times.
• Secure all entrances/exits of the building and set the alarm at the end of shift for staff working evenings, weekends, and bank holidays.
• Deactivate the alarm at the beginning of shift when necessary.
• Participate in discussions on departmental procedures and policy development.
• Maintain familiarity with Health and Safety Policy and other Trust policies and procedures.
• Support and enhance continual quality initiatives, ensuring a quality-first approach.

All communication will be electronic. Please check your email account regularly. If you encounter issues with the online application, you may request reasonable adjustments. Flexible working arrangements are available and should be discussed with the recruiting manager before applying.

We encourage people from diverse backgrounds to apply for our roles.