The Health Records Clerk role is responsible for providing an efficient and streamlined administrative service to patients and customers of East Kent Hospitals University Foundation Trust across 6 sites. The post holder will support the delivery of National and Trust targets therefore, it is essential that accurate and timely data entry is performed. The post holder will be required to offer very high customer service skills for both internal and external staff and patients.

  • To provide healthcare records at the point of need for patients whilst working under pressure with conflicting priorities.
  • Promote the department, the importance of casenote tracking and demonstrate Trust ambassadorial language and behaviours in the role.
  • The post holder will be expected to deal with a variety of sensitive and confidential issues in which confidentiality should be maintained in accordance to the Data Protection Act 1998.
  • To effectively use all available IT and information systems to fully utilise their skills to meet the national and Trust targets.

Our vision is ‘great healthcare from great people’ – if you are great at what you do and want to work in an environment where you can give your best, come and be part of us!

In return, we promise to give you all the opportunities and development we can, so you can enjoy a great career with us.

  • Adherence and promotion of casenote tracking Trust wide.
  • To carry out all Clinic Preparation and Library duties in a manner that ensures compliance with departmental targets, the Health Records Policy, the Data Protection Act 1998, Public Records Act 1958 and the Caldicott Report.
  • From printed listings or intranet based application, identify location of all healthcare records for emergency admissions, outpatient’s clinics and request / retrieve from relevant library or borrower. Prepare healthcare records for patient attendances in accordance with the procedure for Clinic Preparation. Ensure clinic staff are aware of late arriving healthcare records and the status of healthcare records for late additions to the clinic, obtaining copy documents as required in order to facilitate the smooth running of the clinic.
  • Sort healthcare records in pre-file areas into terminal digit order in readiness for filing into the various library locations. Ensure all volumes are correctly tracked to the library to facilitate the on-line requesting of healthcare records. File healthcare records in correct order within the libraries, maintaining accuracy to ensure future retrieval. Ensure storage racking is utilised efficiently, tidying and moving healthcare records as necessary to maintain a safe working environment within the libraries.
  • The postholder will be responsible for inputting of information.
  • Data entry / inputting of information and updating of information using all IT systems relevant to role.
  • To retrieve and supply notes in order to maintain correct patient pathways (2 and 18 week targets)
  • Liaison with other departments as appropriate.
  • Preparation of a variety of documents as supervised by Administrator.
  • Undertaking of filing and photocopying as necessary ensuring all documents are accurately and appropriately archived
  • Use of documents (letters, spread sheets, slides and reports)
  • Check and amend patient’s demographics to ensure accurate data quality and to ensure that relevant actions are taken with information being sent to GP’s, other clinics or areas as appropriate.
  • Prioritisation of own daily tasks to achieve timescales set.
  • Have knowledge of and implement all National, Trust, Divisional and Departmental standards, policies and protocols.

East Kent Hospitals University NHS Foundation Trust


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