NHS Scotland
Clerical Officer - Health Records
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NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.
The Role
To support effective clinical care by providing an efficient Health Records service to patients, medical and nursing staff. Ensure patient appointments for outpatient clinics, day cases and inpatient admissions are administered and processed accurately and that patients’ health records remain confidential, are securely stored and are available as and when necessary.
To work to support effective clinical care by providing efficient administrative, clerical and receptionist services. To maintain electronic and paper based patient records systems providing confidential, accurate and up to date information. To maintain patient demographic and administrative data through continual checking and updating of the patient management system.
Working in a fast-paced call centre environment, you will handle a high volume of incoming and outgoing calls, booking, cancelling and rearranging outpatient appointments while providing clear and helpful information to patients.
Please note this is a GGC wide post and can be moved to any location, however initial base will be the Royal Alexandra Hospital, Corsebar Road, Paisley.
Band 2 roles are not eligible for sponsorship under the Skilled Worker or Health and Care Worker visa routes.
All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.
Duration, Location, and Working Pattern:
- Permanent Contract
- Full-time Position (36 hours per week)
- Shift Pattern - Monday & Friday: 0800-1630/60 - Tuesday/Wednesday/Thursday: 0800-1600/60
- Location based in Royal Alexandra Hospital
Key Responsibilities
- To maintain patient confidentiality at all times in line with the requirements of the General Data Protection Regulations 2018 (GDPR) and Caldicott principles.
- Operation of computerised patient management system (TrakCare), ensuring patient information is accurate and up to date in compliance with the General Data Protection Regulations 2018 (GDPR), to support patient care and facilitate national returns.
- Ensure electronic tracer system is accurately updated when extracting and filing case records and on delivery and collection of scanning folders.
- Deal with telephone and face to face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
- To sort and handle internal/external mail and deliveries as appropriate.
- File case records, provide expert assistance in tracking case records and in the maintenance of the filing room area to ensure maximum level of case record availability and participate in the condensing of multi-volume case records to assist in the quick retrieval of clinical information.
- Where appropriate collect case records/ scanning folders from other areas of the hospital for filing and distribution purposes.
- Extract case records from file for admissions, out-patient clinics or as required by other authorised personnel.
- Prepare case records/scanning folders for outpatient clinics/inpatient admissions ensuring all records are available and include all appropriate documentation.
- Reception of patients at various reception desks throughout the hospital including out- patients, admissions and emergency departments and supporting patients to use technologies such as self-check-in. May encounter patients becoming unwell, which requires to be highlighted to nursing staff.
- Provide clerical service to clinical wards ensuring case records/scanning folders are available for admissions, reports are filed, case records where required are tidied on discharge, follow-up appointments arranged, and case records/scanning folders forwarded to secretaries for discharge summaries.
- Support the development of an electronic patient record through scanning clinical information in line with indexing standards, for existing GG&C patients and those transferring from other Health Board areas.
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Please refer to the job description for further details.
Knowledge, Training, Qualifications and/or Experience Required to Do the Job:
Essential
- National 4 or Level 1 qualification in three subjects, including English, or equivalent.
- Computer literate with good keyboard skills.
Desirable
- General administration, office or previous clerical experience.
- Previous reception experience.
- Experience using a Patient Management System.
Training
- Training will be provided for the Patient Management System if required.
What We Offer
We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.
As an NHS Scotland employee, you will be entitled to:
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- A minimum of 27 days annual leave, increasing with length of service, plus public holidays
- Membership of the NHS Pension Scheme, including life insurance benefits
- Salary Sacrifice Car Benefit Scheme
- Development opportunities including study bursaries, e-learning and classroom-based courses
- Enhanced pay for working public holidays
- NHS discounts on a wide range of goods and services
- Confidential employee support and assistance, including counselling and psychological therapies
Interested?
If you would like to find out more, we would love to hear from you.
For An Informal Discussion, Please Contact
Lyndsey Johnstone, Senior Supervisor, On 0141 956 0850 or email Lyndsey.Johnstone2@nhs.scot
Allanna McIsaac, Supervisor, On 0141 314 6030 or email allanna.mcisaac@nhs.scot
Details on How to Contact the Recruitment Service and the Recruitment Process:
This post may close early due to the volume of response. Please submit your application form as soon as possible.
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NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full-time hours can be accommodated, and where the tenure is listed as “various”, we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.
NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.
By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.
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