Bank Health Records Clinic Prep Clerk, Band 2
Closing date: 08 July 2026
An exciting opportunity has arisen to join our friendly team of Health Records & Clinic Prep Clerks within Gloucestershire Royal Hospitals NHS Foundation Trust. We are looking for a motivated team player who wants to make a difference in support of patient care.
You will need to be able to work well as part of a team, assisting supervisors to ensure department processes are followed and records are retrieved and filed within required times. This is a physical job within a secure confidential records store, where you will be handling patients’ health records as well as updating their location on the dedicated records tracking system.
You will have good telephone and PC skills, you should also be able to use your own initiative and enjoy working in a very busy deadline driven environment.
The successful candidate will be motivated to positively impact on patient care by ensuring records are available when and where they are required.
Responsibilities
Retrieve and provide case notes for all planned and emergency inpatient admissions across the Trust where the records are located in the health records libraries and/or in off‑site storage.
Access, print and work from record request lists managed as part of the electronic patient administration system (PAS) Trak Care.
Request records to be returned to site from off‑site storage using external companies web‑based electronic tracking system when required.
Deal with telephone enquiries internally and from external organisations including requests for patients to be registered on Trak Care where the patient has not been previously known to the trust, accessing the NHS national systems where required.
Assist in locating case notes that have been miss‑filed within the health records library.
From printed and electronic record request lists, retrieve records from the library for clinic preparation using the case‑note tracking function of Trak Care to identify the location of all health records, and liaise with admin and clerical staff across the trust to support patient care.
Sort returning files and return them to file accurately in the correct location within the health records library.
Pack and unpack health record files into and out of bags and/or boxes as required for clinic preparation and/or collection and delivery to wards, clinics and other departments, and sort deliveries of boxes/bags that are received for other areas.
Maintain health records in good order, including producing MRN barcode labels for new records, for old records and those generated in other areas without a bar code, and adding current year stickers to records for all episodes of care.
Repair or replace case‑note folders which require maintenance when required.
Amalgamate any temporary notes found to be duplicated with originals found during retrieval, preparation or filing and update Trak Care accordingly.
Split records into volumes, when they have become too large, following trust procedure.
Dispose of patient‑identifiable documents in a confidential manner in order to comply with the Data Protection Act 2018.
Using the case‑note tracking function of Trak Care to ensure all records are correctly traced and the current location of the record is available to all health records users within the health community.
Comply with trust and departmental policies and procedures including Health and Safety at Work 1974, Data Protection Act 2018, UK GDPR, Freedom of Information Act 2000 and patient confidentiality at all times to ensure the appropriate use and disclosure of patient information.
Qualifications and Requirements
- Good general education, including GCSEs grade C in English and Maths or equivalent.
- Confidence in using standard Windows‑based IT applications; training will be provided to ensure proficiency in the use of the patient administration and health records tracking functions of the hospital computer system (TrakCare). Previous related experience would be an advantage.
- Good interpersonal and communication skills.
- Good time management skills, including ability to work to set deadlines for own workload.
- Professional telephone manner for dealing with queries and liaising with Health Professionals and Administration staff both internal and external to the trust.
- Ability to work flexibly, calmly, quickly and accurately under pressure.
Experience
- Experience of working in a busy and demanding office environment.
- Previous experience working in an NHS office environment.
- Confidence in using basic Windows‑based IT applications.
Knowledge and Skills
- Good organisational skills.
- Excellent interpersonal and communication skills.
- Proficient in the use of Internet and E‑mail.
- Training will be provided to ensure proficiency in the use of the patient administration and health records tracking functions of PAS TrakCare. Previous related experience would be an advantage.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer
Gloucestershire Hospitals NHS Foundation Trust
Reference Number
318-26-T0438
#J-18808-Ljbffr…