NHSGGC Health Records Clerical Officer

NHS Greater Glasgow and Clyde (NHSGGC)

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non‑clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The overall aim of the eHealth Directorate is to deliver and maintain a comprehensive integrated information, technology and record management strategy to ensure that the right information is provided in the right place at the right time – supporting high quality diagnosis, treatment and care, continuous health improvement and effective integration with local authority partners. The role involves supporting electronic information systems for clinical and management use, collecting and analysing data required by the Scottish Government Health Department, and monitoring activity or performance for surveillance and protection of population health.

• Operations – overall IT and telecommunication service delivery to NHSGGC, underpinning technical infrastructure and applications with agreed KPIs and SLAs.
• Strategy and Programmes – development of medium‑to‑long term eHealth strategy and delivery of complex programmes and projects, including significant service reconfiguration.
• Information Management – collection and analysis of information, information governance and delivery of knowledge management services, including Knowledge Services, information governance and business intelligence.
• Health Records – delivery of Health Records services across NHSGGC, including outpatient clinics.
• Business and Resource Management – financial management, procurement & contract management, audit & FOI responses, overall HR, organisational development, health & safety, general directorate governance and facilities management.

Permanent, Part time

Glasgow Royal Infirmary

Shift Pattern – Saturday & Sunday 23:00–08:00

• Maintain patient confidentiality in line with the Data Protection Act and Caldicott principles.
• Operate the Trak Care patient management system, ensuring accurate and up‑to‑date patient information for care and national returns.
• Accurately update the electronic tracer system when extracting, filing, and collecting case records and scanning folders.
• Answer telephone enquiries from internal and external sources.
• File case records and provide expert assistance in tracking, condensing, and maintaining the filing room for optimal access to clinical information.
• Collect and distribute case records and scanning folders from other hospital areas as required.
• Extract case records for admissions, out‑patient clinics, or authorised personnel.
• Prepare case records and scanning folders for outpatient clinics, ensuring all documentation is present.
• Provide reception services across various hospital desks, including self‑check‑in support.
• Support clinical wards with case records, file management, discharge preparation, and coordination with secretaries for discharge summaries.
• Support the development of electronic patient records through scanning and indexing.
• Process referral letters manually or electronically via SCI Gateway for consultant prioritisation.
• Arrange patient appointments by mail, telephone, or email using the clinical appointment system.
• Act as Stage 1 Officer for overseas/cross‑border visitors, forwarding information for potential cost recoupment.
• Assist outpatient clinic management, including cancellations and level adjustments, calculate waiting times, and manage outstanding referrals per government deadlines.
• Process requests for health record access from courts, solicitors, compensation units, government bodies, and patients, complying with the Data Protection Act.
• Arrange interpreters when applicable.
• Help implement major incident procedures within the Health Records remit.
• Be aware of, and invoke, contingency plans as necessary.