Job overview

Working Part Time:  20 hours per week

The Health Records Clerk are responsible for providing an essential support service in the care of the patient, ensuring the right information is at the right place at the right time.

The post holder will be responsible for retrieving case notes, which may be stored in the locations across the Trust. Ensuring excellent data quality, collation and organising of information, digitilisation and quality checking case notes in readiness for future outpatient attendances and inpatient admissions.

Main duties of the job

1. Work as part of a team within all areas of Health Records and Outpatient Service including the Health Records Library, Maternity Records and Scanning, to ensure that an efficient service is provided at all times.
2. Prioritise work load to ensure agreed timescales and key performance indicators are met.
3. Responsible for producing a daily print out of relevant admissions lists, pulling lists and clinic lists from the Meditech Computer System.
4. Responsible for the collection of case notes for future admissions and outpatient attendances from the Health Records and Maternity Records Library on a daily basis.
5. Problem solve to locate missing case notes ensuring that all possible searches have been undertaken. Missing case notes can jeopardise patient care, outpatient and in patient consultations may be cancelled if the case notes are not available.
6. Responsible for tracking case notes to relevant other departments using the Case Note Tracking Module of Meditech.
7. Due to the physical effort required in handling case notes, ensure that lifting/handling guidelines are followed.
8. Responsible for collating all off site casenote requests to ensure that they are requested and pulled twice a week with the Senior Clerk/Supervisor.
9. Use office equipment such as the Computer, Photocopier and Fax Machine.
10. Comply with the Trust and Departmental policies and procedures.

Working for our organisation

The Countess of Chester Hospital NHS Foundation Trust provides services to West Cheshire and to Welsh patients covered by Betsi Cadwaladr University Health Board. The Trust works collaboratively within the wider Cheshire and Merseyside Health and Care Partnership. Its services are provided from three locations:

• The Countess of Chester Hospital: providing 438 general and acute beds
• Ellesmere Port Hospital: providing 56 beds as a rehabilitation, intermediate and outpatient facility
• Tarporley War Memorial Hospital: a base for community services which serve the local rural population.                                                                 

The Trust employs over 6258 staff (headcount) which includes temporary bank staff and provides acute emergency and elective services, primary care direct access services and obstetric services to a population of approximately 407,000. This includes 357,000 residents in Chester and West Cheshire which includes Ellesmere Port and Neston as well as the Deeside area of Flintshire which has a population of approximately 50,000.

The Trust is a busy district general hospital and in 2022/2023, there were more than 503,342 patient attendances (inpatient, outpatient and diagnostic) ranging from a simple outpatient appointment to major cancer surgery. This is an increase of nearly 10,000 compared to the previous year when there were 494,387 patient attendances.