Health Records Clerical Officer

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.

To support effective clinical care by providing an efficient Health Records service to patients, medical and nursing staff. Ensure patient appointments for outpatient clinics, day cases and inpatient admissions are administered and processed accurately and that patients’ health records remain confidential, are securely stored and are available as and when necessary.

To work to support effective clinical care by providing efficient administrative, clerical and receptionist services. To maintain electronic and paper based patient records systems providing confidential, accurate and up to date information. To maintain patient demographic and administrative data through continual checking and updating of the patient management system.

• Location based in Glasgow Royal Infirmary
• Permanent Contract
• Full‑time post (37 hours per week)
• Shift pattern:
  Monday‑Thursday 09:30‑17:30/30;
  Friday 09:30‑17:00/30

• Maintain patient confidentiality at all times in line with GDPR 2018 and Caldicott principles.
• Operate the computerised patient management system (Trak Care), ensuring patient information is accurate and up to date in compliance with GDPR 2018, to support patient care and facilitate national returns.
• Ensure the electronic tracer system is accurately updated when extracting and filing case records and on delivery and collection of scanning folders.
• Deal with telephone and face‑to‑face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Sort and handle internal/external mail and deliveries as appropriate.
• File case records, provide expert assistance in tracking case records and in the maintenance of the filing room area to ensure maximum level of case record availability and participate in the condensing of multi‑volume case records to assist in the quick retrieval of clinical information.

• National 4 or Level 1 qualification in 3 subjects, including English or equivalent.
• General administration and office experience/previous clerical experience desirable.
• Computer literate with good keyboard skills.
• Previous reception experience desirable.
• Prior experience of using a Patient Management System would be desirable; training will be provided.
• Good organisational skills, ability to prioritise and work to deadlines.
• Good communication skills and ability to communicate with a wide range of professionals.
• Good verbal and interpersonal skills.
• Self‑motivated.
• Ability to work flexibly and use own initiative.

We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays.
• Membership of the NHS Pension Scheme, including life insurance benefits.
• Salary Sacrifice Car Benefit Scheme.
• Development opportunities including study bursaries, e‑learning and classroom‑based courses.
• Enhanced pay for working public holidays.
• NHS discounts on a wide range of goods and services.
• Confidential employee support and assistance, including counselling and psychological therapies.

If you would like to find out more, we would love to hear from you.

Ashleigh Connolly – 0141 956 0718

Details on how to contact the Recruitment Service and the Recruitment Process:

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