Health Records Clerk | Liverpool University Hospitals NHS Foundation Trust

Company:

Company: Liverpool University Hospitals NHS Foundation Trust

The Health Records Clerk is responsible for the accurate, complete and timely availability of patient records and documentation within the Electronic Document Management Systems as part of the patient clinical record.

The role involves being responsible for document retrieval, preparation, scanning, indexing and quality assurance processes in line with departmental procedures including the use of the EDMS, PAS and EMIS systems, along with a number of other systems and IT processes.

Working as a member of the Health Records Scanning Bureau, the post holder will be responsible for retrieval, transportation, archiving, preparation, indexing, scanning, sorting, handling and quality assurance of health records, supporting the digitisation of paper-based records into the Trust Electronic Document Management Systems (EDMS), Hyland Onbase and EMIS in line with departmental procedures.

The role is vital to support service users regarding health records related processes including medical staff, nursing staff, allied health professionals, medical secretaries, administrators and external agencies. Document preparation and manual scanning includes frequently being seated whilst completing these tasks.All post holders are to be involved in and adaptable to future changes in the scope and location of their role, supporting health records processes and being receptive to change as the Trust EPR and EDMS solutions develop and mature over time, in particular supporting processes that are compliant with BS10008 scanning standards.

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024,



born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.

We operate from five hospital sites:Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Heart and Chest Hospitalprovide specialist services incardiothoracic surgery,cardiology and respiratory medicine, both in the hospital and out in the community.Liverpool Women’s Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Locate (using software such as CD View, Dip,



Restore and PAS) request, obtain and make available case notes from main library and Off-Site Storage locations as required to be scanned into EDMS. Communicate with Apogee to arrange the return of critical care charts.

Receive, sort and send internal/external post forwarding to relevant team/ward as appropriate. This includes returning, tracking and ensuring the delivery of case notes to other trusts via post.

Liaise effectively with all disciplines of staff and other staff to ensure efficient lines of communication are maintained at all times.

Answer the telephone and deal with queries and requests in a prompt, pleasant and helpful manner, referring on, as necessary to the appropriate Team.

Participate and contribute to departmental meetings and feedback discussions.

Minimize hazards and report any identifiable hazards to Line Manager. Adhere to all safe systems of work applicable to the work area.

Report any information related incidents direct to the departmental manager immediately and ensure the Trust incident reporting process is followed.

Follow Trust and departmental processes and procedures to ensure a high quality, resource effective and cost-effective service is provided.

Prepare documentation for scanning in line with departmental procedures, ensuring the records that are required are scanned into the EDMS, including utilisation of PAS to produce indexing barcodes.

Scan documentation using the departmental scanning devices and index records accordingly to ensure documentation is classified and indexed to the correct patient record.

Collect and transport paper records requiring scanning or archive from all areas of the organisation as req

📌 Health Records Clerk | Liverpool University Hospitals NHS Foundation Trust
🏢 Liverpool University Hospitals NHS Foundation Trust
📍 Liverpool