Health records clerks keep patients’ records up to date and make sure that the records are available to medical staff when they need them.

Their duties may include:

• finding patient records and checking that the records are correct
• creating new records and updating existing ones by hand or by computer
• filing records away
• forwarding test specimens and making sure that test results and letters have been received and filed
• reception duties – greeting patients, booking appointments and dealing with letters and phonecalls from GPs
• clinical coding – using a system of codes to record illnesses and treatments
• recording patient admissions, transfers, discharges and deaths
• inputting details from paper records to a computer system
• collecting statistics such as number of admissions, discharges and waiting lists.

The National Health Service is currently converting all patient records from manual to computerised, so using computers is an important part of the job.

Health records clerks may specialise in one particular area such as filing and administration, admissions or clinical coding, or they may deal with all areas.

Hours and Environment

Health records clerks work 37 hours, Monday to Friday. Some hospital departments, particularly accident and emergency, provide a full 24-hour service which may involve shift work or permanent night work. Part-time work may be available.

Clerks work in offices, reception areas, filing rooms, medical records libraries or wards.

Skills and Interests

To be a health records clerk you should:

• be well-organised and efficient
• work accurately and pay attention to detail
• be patient, helpful and tactful
• stay calm under pressure
• have good communication skills and be able to deal with patients who may be anxious or upset
• be able to work as part of a team
• have computer skills
• be able to keep information confidential
• be interested in health and medicine.

Entry

There are no set entry qualifications, but employers will often ask for GCSEs(A-C)/S grades (1-3) in English and maths, or equivalent qualifications. You will usually be expected to have previous experience of office work. Experience in using word processing and spreadsheet computer packages is useful.

If you are aged 16 to 24 you may be able to enter through an apprenticeship scheme. Apprenticeships may be available for those under the age of 24. In England these are currently Apprenticeships (level 2) and Advanced Apprenticeships (level 3). To find out more about these, visit www.apprenticeships.org.uk.

Apprenticeships may be different in other areas. For further information see Scotland , Wales and Northern Ireland.

Employers may carry out a criminal record check.

Training

You will usually be trained on the job by experienced staff.

You may be able to work towards the Institute of Health Record Information and Management (IHRIM) Certificate and Diploma qualifications.

To take the IHRIM Certificate you will usually need five GCSEs (A-C)/S grades (1-3) or equivalent, including English and maths. You will also need some practical experience of working in health records. You may be accepted without the standard qualifications if you have enough relevant work experience - contact the IHRIM for advice.

You can progress to the IHRIM Diploma after gaining the Certificate, or an equivalent qualification recognised by the IHRIM.

You can study for the IHRIM Certificate and Diploma exams by full- or part-time courses at colleges or regional branches of the IHRIM.

The IHRIM also offers work-based Certificates of Technical Competence in Medical Records Practice, and a specialist National Clinical coding Qualification. See IHRIM website for further details.

You could also work towards NVQ/SVQ Level 2 Support Services in Health Care (Health Records and Patient Administration). Some employers may offer NVQ/SVQ in Customer Service or Business and Administration at Levels 2 and 3 instead.

Opportunities

Most health records clerks work in hospitals. Work is also available in GP surgeries, private hospitals and HM Forces.

With experience, health records clerks can progress to team leader or higher mangement roles.

Annual Income

Figures are intended as a guideline only.

Health records clerks will start on £11,500 to £12,500 a year.
Experienced clerks earn between £12,000 and £14,700 a year.
At supervisor level the pay scale is around £14,000 to £17,000 a year.
Clinical coding specialists earn between £13,500 and £19,000 a year.

Further information

Tel: 08000 150 850
Email: learning@nhscareers.nhs.uk

PO Box 376
Bristol
BS99 3EY
Tel: 0845 606 0655
141 Leander Drive
Castleton
Rochdale
OL11 2XE
Tel: 01706 868481