This job has expired

Health Records Clerk Apprentice

The Royal Wolverhampton NHS Trust
£5.28 an hour per hour
Closing date
29 Nov 2023

View more

Hours of work: Monday - Friday 8.30am - 5pm (including 2x15 & 1x30 min unpaid break)

The apprentice will be required:

To achieve an apprentice standard (Key Skills, Certificate/Diploma and Technical Certificate) within the specified time frame. Attend all of the training sessions for the programme whenever necessary. Undertake any necessary home work during the length of the course.

To assist the department in the provision of the broad range of services provided, working under the supervision of the department staff.An Apprentice is expected to expand and broaden their skills and abilities. Nonetheless, they must operate at all times under the direct supervision of a senior member of staff, unless operating according to agreed procedures that have been approved by the department.

Main duties of the job

Whilst in the development role the apprentice will work towards the following:

To operate at all times within the local Standard Operating Procedures relevant to the area ofwork.

To provide administrative support (such as filing, scanning, typing, data input, photocopying, ordering stationary, saving documents as instructed) as directed by the senior member of staff.

To provide support with the shredding of confidential paper waste as directed by a senior member of the team.

To assist and/or deal with (as appropriate) enquiries and information requests via face to face, telephone and email by way of message taking, conveying messages verbally and/or transferring calls, checking individual calendars as necessary, whilst maintaining confidentiality at all times.

To check the shared inboxes for work streams and respond to any general enquiries using thestandard emails, or escalate to a member of the team as appropriate.To respond to all emails, correspondence and telephone calls and liaise with other departments within the Trust in a friendly and professional manner, when assigned to that task.

To provide administrational duties in a professional, polite and timely manner with attention to providing customer care of the highest standard.

To input, retrieve and update information and records using the departmental and Trust computer systems, as required.

Assist the Health Records team with greeting visitors to the department and notify the appropriate member of staff

About us

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as Good by CQC. We have achievednumerous awards The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Job description

Job responsibilities

To assist in the retrieval of case notes as required.

To accurately file case notes returned to the Department in a timely manner.

To assist in the security of case notes in the department.

To ensure the timely delivery of prepared clinics to the appropriate Out-Patients Departments where appropriate.

To assist in the timely processing of all incoming and outgoing mail

To assist with the arrangement of internal transport of casenotes as required

To assist with any requests for stationary and to monitor the stationary stock levels in the department. If necessary request a replacement order.

To assist the Library staff to ensure the filing system is clear of debris and records are stored tidily.

To assist with the scanning of patients records into our Clinical Web Portal Systems in accordance to the Health Records Policy - OP7

To accompany other staff members when collecting Skinny inpatient files on a daily basis from all wards across the site for patients who have been discharged

To assist with the scanning of patients records using the Opex & Kodak scanners

To assist with the Data Quality checking of the scanned documents.

To assist with completing final checks on PAS and update the Clinical Web Portal.

To assist with the scanning of ICCU charts using IQ ScannerHealth Records Access

To assist with the processing of patients subject rights requests in accordance with the Health Records Policy OP07 nad Data Protection Act 2018,

To ensure written patient consent is received before processing any request

To ensure all requests are processed within date orderTo assist in obtaining patient casenotes and x-rays, and establish relevant information requested and arrange photocopying as required

To assist with obtaining Consultant I Medical Staff consent before releasing information

To ensure all requests are processed within the agreed timescales in line with the Data Protection Act 2018 I, and to bring any requests that are likely to fall outside of these deadlines to the attention of the Team Leader/ Manager

To cover in the absence of colleagues across all duties

To assist with amalgamating casenotes where more than one record exists and to ensure that all casenotes are filed in the recognised format, following good practice guidelines and proceduresTo be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security, and to respond in a professional & sensitive manner when dealing with confidential issues.

To be familiar and comply with all Divisional and Trust policies, procedures and practices.

To cover in the absence of colleagues as required.

To be aware of, and comply with Health & Safety, Fire Regulations and to report accidents / untoward incidents / hazards to the Team Leader / Manager

To have a duty of care and keep the department tidy

To be aware of the security arrangements in your own working area and to be responsible for the security/distribution of any keys or fobs held in the department.

To ensure data quality & departmental standards are maintained & kept up to date at all times

This job description is not intended to be an exhaustive list of duties and it may be reviewed and altered in the light of changed service needs and developments after discussion with the post holder

Person Specification

at least 4 GCSE's grade A-C


  • 4 GCSE's Grade A-C


  • NVQ Level 2



  • Relevant experience in an office based environment


  • Admin call centre base

Employer details

Employer name

The Royal Wolverhampton NHS Trust


The Royal Wolverhampton NHS Trust

Wednesfield Road


WV10 0QP

Any attachments will be accessible after you click to apply.


Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert