Job summary
Health Records / Scanning Bureau Clerk
37.5 hours per week
Permanent
Salary: £24,465 per annum
Closing Date: 12th February 2026
Interview Date: TBC
**This post may close early due to high numbers of applications, so you are advised to apply promptly. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
We welcome applications from the Armed Forces Community - get in touch to find out more
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To provide a timely and accurate Health Records Service to all wards, Outpatient Department and other departments throughout the Trust. To assist with the scanning of patient case notes and Emergency Department documents in the Health Records Scanning Bureau.
Main duties of the job
- To prepare and scan records
- Prepare health records and documentation for outpatient clinics or inpatient stays
- To ascertain whereabouts of health records to ensure clinics are complete
- To provide and receive routine information verbally, in writing and electronically to inform work colleagues, patients, public and external contacts authorized to receive this information.
- To prepare and scan records
- Prepare health records and documentation for outpatient clinics or inpatient stays
- To ascertain whereabouts of health records to ensure clinics are complete
- To provide and receive routine information verbally, in writing and electronically to inform work colleagues, patients, public and external contacts authorized to receive this information.
- To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.
- To be able to lift heavy boxes, push trolley's exerting moderate physical effort on a daily basis in the preparation of clinics and any other duties within the department
- To maintain health records files taking the necessary action to replace and destroy in accordance with agreed procedures to ensure that the information within is easily accessible for medical staff
About us
Here at George Eliot our vision to'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
If you are applying for a Domestic Assistant or Health Care Assistant role you may be eligible for the refer a friend scheme - find out more here: https://www.geh.nhs.uk/about-us/people-and-workforce/vacancies/refer-friend-scheme
Job description
Job responsibilities
- Prepare files for scanning to ensure that files are organised to the Trusts agreed format.
- To scan prepared records.
- Validate records to ensure documents scanned are accurate and legible and can be retrieved.
- Receive telephone calls and emails enquiring about the retrieval of scanned records including scan on demand.
- To prepare health records and documentation for outpatient clinics to provide best possible patient care.
- To pull health records for outpatient clinics in accordance with agreed procedures using speed and accuracy to meet set deadlines. On receipt of internal and external communications to locate, retrieve and forward records within stipulated time scales.
- To ascertain whereabouts of health records to ensure clinics are complete.
- To assist in extensive searches of internal locations, and library searches for misfiles following set procedures to locate missing notes, to enable clinics to be complete and to ensure notes are accessible for authorised users.
- To provide and receive routine information verbally, in writing and electronically to inform work colleagues, patients, public and external contacts authorized to receive this information.
- To raise new sets of notes in accordance with agreed procedures.
- To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.
- To assist colleagues using previous knowledge and experience with any queries relating to health records duties.
- To be able to lift heavy boxes, push trolleys exerting moderate physical effort on a daily basis in the preparation of clinics and any other duties within the department.
- To maintain health records files taking the necessary action to replace and destroy in accordance with agreed procedures to ensure that the information within is easy accessible for medical staff, filing any loose reports etc in the relevant section of the notes.
- To use iRecords system daily to locate and track notes, print labels, view clinics to ensure all records are up to date and readily available.
- To be able to adapt working pattern to cover sickness, annual leave and extra clinics whilst maintaining the necessary time scales.
- To weed out patients notes ensuring Trust Guidelines are observed.
- To action all telephone calls escalating to others as appropriate.
- To ensure incoming and outgoing mail is correctly actioned and delivered to correct recipient if necessary.
- To assist in supervision and instruction of new members of staff to follow agreed working procedures as requested by the team leader.
- Whilst carrying out duties identify and highlight areas, which may require changes to working policies and conditions and bring to the attention of the relevant management.
- To undertake and complete audit documentation as required.
- To attend and contribute to departmental meetings offering ideas to improve and maintain the service as required.
- To assist the Team Leader, undertaking any duties relevant to the position held to help with any operational problems occurring.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Job description
Job responsibilities
- Prepare files for scanning to ensure that files are organised to the Trusts agreed format.
- To scan prepared records.
- Validate records to ensure documents scanned are accurate and legible and can be retrieved.
- Receive telephone calls and emails enquiring about the retrieval of scanned records including scan on demand.
- To prepare health records and documentation for outpatient clinics to provide best possible patient care.
- To pull health records for outpatient clinics in accordance with agreed procedures using speed and accuracy to meet set deadlines. On receipt of internal and external communications to locate, retrieve and forward records within stipulated time scales.
- To ascertain whereabouts of health records to ensure clinics are complete.
- To assist in extensive searches of internal locations, and library searches for misfiles following set procedures to locate missing notes, to enable clinics to be complete and to ensure notes are accessible for authorised users.
- To provide and receive routine information verbally, in writing and electronically to inform work colleagues, patients, public and external contacts authorized to receive this information.
- To raise new sets of notes in accordance with agreed procedures.
- To plan and organize own time to ensure workload is prioritised and deadlines are met to ensure health records are in outpatients on time providing best possible patient care whilst continuing to fulfil other tasks and daily procedures of the department.
- To assist colleagues using previous knowledge and experience with any queries relating to health records duties.
- To be able to lift heavy boxes, push trolleys exerting moderate physical effort on a daily basis in the preparation of clinics and any other duties within the department.
- To maintain health records files taking the necessary action to replace and destroy in accordance with agreed procedures to ensure that the information within is easy accessible for medical staff, filing any loose reports etc in the relevant section of the notes.
- To use iRecords system daily to locate and track notes, print labels, view clinics to ensure all records are up to date and readily available.
- To be able to adapt working pattern to cover sickness, annual leave and extra clinics whilst maintaining the necessary time scales.
- To weed out patients notes ensuring Trust Guidelines are observed.
- To action all telephone calls escalating to others as appropriate.
- To ensure incoming and outgoing mail is correctly actioned and delivered to correct recipient if necessary.
- To assist in supervision and instruction of new members of staff to follow agreed working procedures as requested by the team leader.
- Whilst carrying out duties identify and highlight areas, which may require changes to working policies and conditions and bring to the attention of the relevant management.
- To undertake and complete audit documentation as required.
- To attend and contribute to departmental meetings offering ideas to improve and maintain the service as required.
- To assist the Team Leader, undertaking any duties relevant to the position held to help with any operational problems occurring.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person Specification
Experience and Knowledge
Essential
- Demonstrable Administration & Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Understanding of the need for patient confidentiality
Desirable
- Previous health records library experience
Qualification(s) and Professional Training
Essential
- GCSE grade C minimum or equivalent in English and Maths
Skills and Abilities
Essential
- Health and safety awareness when carry/move/lift case notes, load and unload boxes of case notes
- Accuracy and attention to detail
- Excellent communication skills across a variety of staff groups
- Ability to work well in a busy high pressured environment
- Work as part of a team and have a flexible approach
- Good organisational skills/prioritise workload
Personal Qualities
Essential
- Self-motivated and able to work on own initiative
- Enthusiastic and responsive to new demands
Person Specification
Experience and Knowledge
Essential
- Demonstrable Administration & Clerical experience
- Demonstrable experience working with PC's and Microsoft applications
- Understanding of the need for patient confidentiality
Desirable
- Previous health records library experience
Qualification(s) and Professional Training
Essential
- GCSE grade C minimum or equivalent in English and Maths
Skills and Abilities
Essential
- Health and safety awareness when carry/move/lift case notes, load and unload boxes of case notes
- Accuracy and attention to detail
- Excellent communication skills across a variety of staff groups
- Ability to work well in a busy high pressured environment
- Work as part of a team and have a flexible approach
- Good organisational skills/prioritise workload
Personal Qualities
Essential
- Self-motivated and able to work on own initiative
- Enthusiastic and responsive to new demands
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 (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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 (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
