University Hospital Birmingham NHS Trust

Medical Directorate
Health Records Department
Job title

Health Records Clerk

Grade

Agenda For Change Band 2

Hours

Full-time 37.5 hours per week

Accountable to

Health Records Manager

Assistant Health Records Managers

Responsible to

Health Records Supervisor

Job summary

To undertake all relevant clerical duties, as directed, to

ensure the provision of an effective Health Records service to
the Trust and other agencies

Principal duties
Filing and retrieval of Case Notes
To be able to book in, and book out, notes on the case note tracking system.
To be able to register and bar code case notes.
To file case notes in library or archive efficiently and accurately
To dispatch case notes for outstanding requests to the requestor.
To be able to pull case notes according to the urgency of need, from ad hoc
urgent requests to clinic lists, as instructed by the library supervisor.
To sort case notes into order and batch up ready for clinics.
To be able to weed library bays to archive or to destroy case notes.
Missing Notes and Clinic Preparation
To be able to interrogate systems for missing notes and to request case notes.
To make telephone and face-to-face contact with staff holding notes, referral
letters or any other correspondence needed, in a professional manner.
To complete clinic and admissions lists by finding all case notes from library and
other departments in time to prepare them for clinics and planned admissions.
To be prepared to leave the department and persist in finding a missing set, for
example, by going through all of the notes in a medical secretaries office.
To prepare case notes accurately for clinics and planned admissions, through
sourcing, filing and stamping all relevant documentation.
To send prepared case notes with the complete clinic lists to clinic receptions
within deadlines.
Clinic Reception
To be able to communicate effectively with patients by welcoming and greeting,
by responding professionally, courteously and helpfully to all of their enquiries,
including sensitive issues. To advise patients of delays when known. To be able
to diffuse and pacify patients and other staff in stressful situations and to retain
own composure and willingness to assist at all times.
To communicate with staff at all levels on issues relating to appointments and
general inquiries within the Trust, in order to run an efficient clinic.

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 To be able to negotiate, book and re-book patients appointments, record

attendances, DNAs and cancellations on PAS, against correct clinic codes and
clinical practice guidelines. To be able to cash up the clinics correctly.
To keep track of referral letters and work with the OWLS system and the Booking
Centre for new patient appointments against agreed practice.
To prepare quickly any unprepared case notes arriving late for clinics.
Access to Health Records
To record all request for access to Care Records and track progress to meet
access requests within a sound working knowledge of the legal deadlines and
Care Records access criteria (eg permissions to access) and policies.
To find and copy, or have copied, all Health Records documents and to compile a
complete and accurate set.
To dispatch Health Records copies to the correct person on time and to return
the originals to their correct storage locations.
To record quantities and prepare costings and to inform management for
invoicing of copies. To be responsible for handling incoming cheques and ensure
these are sent to finance in a timely way.
To communicate professionally on all access to Health Records issues with other
departments and external agents acting on behalf of patients or their
representatives.
To answer all hospital to hospital requests and to complete forms for government
department requests confirming attendance and treatments.
To provide personal details for police witness statements with the possibility that
you may be called to court to witness that the health record is a true copy of the
litigants Health Records held by the Trust.
Queen Elizabeth medical records office
To book in Inpatients, generate a KMR1 and place in notes
Book patients onto a waiting list and enter a TCI
Human Resources
To provide cover within other areas of Health Records, on both the SOH and
QEH sites, as required.
To participate in the Departments Saturday and Bank Holiday rota.
To show new members of staff how to undertake tasks and duties through on the
job training.
To agree a personal development and review programme with the supervisor on
a regular basis.
General
To work to tight deadlines, maintaining focus on the Patients needs at all times
To respond to all telephone queries. To be able to ascertain quickly what the
caller needs and redirect as necessary. To be able to respond professionally and
factually to the callers need and to follow up with action as promised.
To inform supervisors when office stocks need to be re-ordered.
To keep a clear and tidy workstation, e.g. clinic reception, library pre-file desk etc.
To maintain a working knowledge of all Health Records policies and standards as
set by the manager and monitored by the supervisors in each area.
To implement agreed policies and practices and to make suggestions on how
policies and practices may be improved.
To assist the supervisor or manager to resolve administrative errors as they occur
and in the best interests of the patient concerned.
To prioritise ones own daily workload within the priorities as set by the supervisor.
To maintain a consistent level of attendance and performance against a work
programme as agreed with the supervisors and manager.
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This is not intended to be an exhaustive list of responsibilities but more an outline

framework against which the postholder will be given flexibility to define the detail.
Any changes will be the subject of consultation with the postholder.
All employees must adhere to and perpetuate Trust policies and procedures relating
to:
Health and Safety
No Smoking
Equal opportunities in employment, including responsibilities
under the Disabilities and Discrimination Act.
Superannuation
Any member of staff aged 16 or over is entitled to join the NHS Superannuation
scheme.
From 6th April 1988, members of staff are entitled to make their own pension
arrangements and are not obliged to join the scheme. However, unless a form
SD502, which is available from the Superannuation Officer, is completed and
returned to the Finance Department, Superannuation will automatically be deducted
from salary. The NHS scheme provides excellent benefits and value for money.
JD/Health Records Department/Health Records Clerk Band 2 vers.03
Reviewed: May 2007

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