Health Records Library Clerk

Health Record Library Clerks ensure the availability of patient health records when required for attendance, audit reports, and other essential functions. They follow procedures in compliance with Information Governance requirements and Health Records Management Policy, maintain the structure and security of documents, and support the Records Library team in managing retained records. The role also involves using the Case Note Tracking Module to identify records held outside the department.

Key Responsibilities

• Ensure the availability of patient health records for scheduled clinic attendances and audit reports within set time frames.
• Follow procedures in compliance with Information Governance (IG) requirements and Health Records Management Policy.
• Maintain the structure and security of documents held within each case file.
• Support the Records Library team in maintaining retained records within the department and identify the whereabouts of records held outside the department using the Case Note Tracking Module.
• Transport health records following set‑out guidance in preparation for outpatient clinic consultations within the prescribed timescale.
• Report to senior management when health records are found in inappropriate places or accessed by unauthorised staff.
• Carry suitably sized bundles of health records to and from locations within and outside the Records Library, and use transfer trolleys in compliance with Manual Handling and Health & Safety guidance.

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