Clerical Officer - Health Records Job Paisley Scotland UK,Administrative/Clerical

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 Role

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.

Working in a fast-paced call centre environment, you will handle a high volume of incoming and outgoing calls, booking, cancelling and rearranging outpatient appointments while providing clear and helpful information to patients.

Please note this is a GGC wide post and can be moved to any location, however initial base will be the Royal Alexandra Hospital, Corsebar Road, Paisley.

Band 2 roles are not eligible for sponsorship under the Skilled Worker or Health and Care Worker visa routes.

All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.

Duration, Location, and Working Pattern:

Permanent Contract
Full-time Position (36 hours per week)
Shift Pattern - Monday & Friday: /60 - Tuesday/Wednesday/Thursday: /60
Location based in Royal Alexandra Hospital

Key Responsibilities

To maintain patient confidentiality at all times in line with the requirements of the General Data Protection Regulations 2018 (GDPR) and Caldicott principles.
Operation of computerised patient management system (Trak Care), ensuring patient information is accurate and up to date in compliance with the General Data Protection Regulations 2018 (GDPR), to support patient care and facilitate national returns.
Ensure 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.
To 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.
Where appropriate collect case records/ scanning folders from other areas of the hospital for filing and distribution purposes.
Extract case records from file for admissions, out‑patient clinics or as required by other authorised personnel.
Prepare case records/scanning folders for outpatient clinics/inpatient admissions ensuring all records are available and include all appropriate documentation.
Reception of patients at various reception desks throughout the hospital including out‑patients, admissions and emergency departments and supporting patients to use technologies such as self‑check‑in. May encounter patients becoming unwell, which requires to be highlighted to nursing staff.
Provide clerical service to clinical wards ensuring case records/scanning folders are available for admissions, reports are filed, case records where required are tidied on discharge, follow‑up appointments arranged,…