About this role
Job summary
Healthcare Management Trust (HMT) is seeking an organised, accurate and customer-focused Medical Records Clerk to join our team for 18 hours per week. This is an excellent opportunity for an individual with strong administrative and communication skills who is passionate about maintaining high-quality patient records and supporting the delivery of exceptional healthcare services.
The successful candidate will be responsible for gathering, processing and maintaining patient medical records in both electronic and physical formats, ensuring records are accurate, secure and readily available to support patient care
Main duties of the job
As a Medical Records Clerk, you will play a key role in the effective management of patient records and information. Your responsibilities will include:
Preparing patient files for admission.
Maintaining patient records in an efficient, secure and confidential manner, ensuring compliance with GDPR and Information Governance requirements.
Ensuring medical records and inpatient notes are available within agreed timescales.
Filing, archiving and retrieving medical records as required.
Scanning and attaching relevant documentation to electronic patient records.
Ensuring patient records are accurate, complete and up to date, locating missing information where necessary.
Continuously monitoring and maintaining data quality standards.
Processing Subject Access Requests within required timescales.
Liaising with Consultant Secretaries to obtain copies of clinic correspondence when required.
Confirming and recording appropriate insurance membership and authorisation details for inpatient admissions where applicable.
Supporting the wider team in delivering an efficient and effective records management service.
About us
At the Healthcare Management Trust, we are driven by our Vision:
"To be the most innovative and best quality provider of niche health and social care services."
Our Purpose is:
"To make every contact count, ensuring every resident and patient receives the best possible experience and outcome."
We place residents, patients and people at the heart of everything we do. We are committed to collaboration, innovation and delivering compassionate, person-centred care tailored to individual needs.
Our values guide us every day:
We are Caring
We are Enterprising
We are Resourceful
We are Authentic
We are Accountable
As a charitable organisation, we are proud to deliver quality and innovative care solutions to those with complex needs within marginalised community settings.
We value and support our employees and offer a range of benefits including:
Private Medical Insurance
27 days annual leave plus bank holidays (pro rata)
Opportunities for training and professional development
Supportive and values-driven working environment
If you are an organised and motivated administrator who takes pride in maintaining accurate records and delivering excellent service, we would welcome your application.
Job description Job responsibilities
Preparing patient files for admission.
To ensure that patient records are maintained in an efficient and secure way, at all times, ensuring that record storage adheres to GDPR principles.
Ensuring medical files / Inpatient notes are available within the time frames set up by your manager.
Be responsible for the filling and archiving medical records.
Scanning and attaching appropriate documentation.
Ensure patient records are up to date and accurate; locating missing documentation to provide a comprehensive record.
Continuously monitoring data quality.
Deal with subject access requests in a timely manner.
Liaise with Consultant secretaries for copies of clinic letters when needed.
Where applicable ensure appropriate insurance membership and authorisation information is confirmed and logged for all inpatient admissions.
To be responsible for the health, safety and welfare of yourself and others whilst at work, including colleagues, residents and visitors to the Home and for alerting the officers responsible to any hazards or potential risks to health and safety.
To be fully conversant with the HMT policies relating to Safeguarding of Vulnerable Adults and Whistleblowing.
To ensure compliance with the HMT Information Governance Policy and GDPR, maintaining an appropriate level of confidentiality around issues that may be personal or commercially sensitive.
To ensure compliance with National and local Infection Prevention and Control guidance and policies
Establishing and maintaining positive working relationships both with colleagues, residents, visitors and other health professionals and agencies.
To act as an ambassador for the HMT company Vision. Ethos and Values.
To promote equality and diversity at all times and across all work activities, with an emphasis on protected characteristics and promoting Fairness, Respect, Equality, Dignity and Autonomy (FREDA)
To adhere to HMT policies and procedures.
Attend mandatory training days / courses, on or off site, as per contractual agreement and role requirement
To undertake any other duties and accountabilities which would be lawful, reasonable and appropriate to the role
Person Specification
Experience Essential
Experience working in a customer services and administrative role Excellent interpersonal skills, Communication, organisation and Accuracy. Willing to undertake self-development activities to improve performance and effectiveness Has up-to-date knowledge or demonstrable computer literacy in order to use the following systems: 1. Electronic Patient Records 2. Management of Medical records Minimum of GCSE English and Mathematics
Desirable
Already obtained or working toward BTEC/NVQ level in Administration
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.
Employer details Employer name Healthcare Management Trust – St Hugh’s Hospital
Address St. Hughs Hospital
Peaks Lane
Grimsby
DN32 9RP
United Kingdom
Employer's website https://hmtsthughs.org/ (Opens in a new tab)