Clinic Preparation Clerk

Overview

Go back Doncaster & Bassetlaw Teaching Hospitals NHS FT

The closing date is 06 March 2026

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

The post is 17 hours Monday to Friday 8-4/9-5

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

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

You will join a large, reactive, hardworking team that thrives on providing an excellent support service in respect of patient care.

By ensuring patients' casenotes are available, the service we provide plays a 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 Trusts 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

• Ensuring patients' casenotes are available at the point of care
• All aspects of the work must be carried out in accordance with Trust policies and procedures in respect of maintaining patient confidentiality.
• Register new attenders on the PAS (CaMIS) and prepare new sets of casenotes
• Handle internal and external telephone calls to the department in a professional and helpful manner
• 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
• 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 casenotes for outpatient clinics according to departmental guidelines
• Ensuring patients casenotes are available at the point of care
• Restructure and repair casenotes in the approved order of filing
• 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
• Due to the nature of the work and the volume of records required to be processed this can sometimes be a challenging environment and physically demanding

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…