Digital Health Records Administrator

Digital Health Records Administrator

The closing date is 01 July 2026

Provide an efficient Health Records Service throughout the Trust in both paper and digitized records.

Prioritise duties to meet the changing and conflicting demands of the Trust, ensuring that paper records are available, prepared and correctly formatted.

Maintain a high level of quality and accuracy when preparing and scanning digital records.

Carry out duties on any section as required by the department.

Responsibilities

• Work with the digital Records team leads for digitising case notes, preparing, scanning, ensuring data quality and accessing the digitised records in accordance with Trust policy and procedure.
• Produce and retrieve loose paper records/skinny files from departments in readiness for scanning.
• Ensure case note files are correctly formatted, well presented and in good condition.
• Print lists and labels in advance of clinics.
• Search for case notes tracked to other areas within the Trust for patient appointments.
• Track all records correctly using the Case Note Tracking system on PAS.
• Request case notes from off site storage using the web based ordering system.
• Adhere to Trust departmental Health & Safety policies and procedures when moving and handling health records, including use of manual aids such as trolleys, ladders or kick stools.
• Retrieve and prepare paper case notes required for outpatient clinics, tracking and dispatching records in response to requests or pulling lists, and prepping/scanning case notes ready to commit to the Electronic Document Repository Management System (EDRMS).
• Prioritise duties to meet the changing and conflicting demands in outpatient clinics, rescheduling tasks as necessary and providing a prompt response to short notice requests for records.
• Archive case notes according to local procedure and update the Patient Administration System (PAS).
• Process incoming referrals, both digital and paper, register referrals on PAS while maintaining accurate data quality, and register new patients on PAS ensuring all required data items are completed.
• Cover the main Atrium reception during periods of annual leave or sickness absence.
• Carry out any other duties as may be determined by the Health Records Digital Manager.

Qualifications

• Good general education - 4 GCSEs grades A to D
• Medical terminology knowledge

Experience

• Experience within an administrative NHS environment
• Good keyboard and IT experience
• Experience with MS Windows applications
• Experience in document scanning
• Experience working as a team
• Experience meeting daily targets
• Attention to high quality and detailed work
• Use of case note tracking procedures and terminal digit filing

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.