Clerical Officer

7 days ago

Sheffield, Sheffield, United Kingdom Sheffield Teaching Hospitals NHS Foundation Trust Full time
An exciting opportunity has arisen for a Clerical Officer to join us in the Medical Records Department.


The post holder will make arrangements for timely delivery/collection of case notes, retrace the current location of these notes to maintain an efficient retrieval service, via Pinpoint tracking system.

They will continuously use the hospital computer system to access the Patient Administration system to identify whether case notes exist for new outpatient appointments.

Make up new skinny folder where necessary and track to Pinpoint location. Ensure all case notes for new outpatient appointments are prepared in accordance with the clinic rules for each consultant.


You are invited to join our busy but friendly team, who provide a high quality and efficient service on a 24 hour basis to the hospital by holding, maintaining and preparing case notes for use within a timely, complete and accurate manner.


  • Liaise with other clerical and administrative staff to identify current location of case notes required for clinic appointments when they are not in the library
  • Retrace the current location of these notes to maintain an efficient retrieval service. Via Pinpoint tracking system
  • Make up new skinny folder where necessary and track to Pinpoint location. Ensure all case notes for new outpatient appointments are prepared in accordance with the clinic rules for each consultant.
  • Pulling and delivery of all case notes required for emergency care achieving the departmental quality standard of delivery within 2 hours wherever possible.
  • Where necessary undertake searches of all possible locations until case notes are recovered and delivered to point of need.
  • Daily pulling of large volumes of case notes for outpatient clinics from Pinpoint tracking system, printing delivery notes and missing case note sheets.
  • Create skinny folders and prepare folders for all outpatient clinics and admissions as required.
  • Answer telephone requests for case notes recording details of requestor and notes required.
  • Assist with Electronic Document Management System queries.
  • Complete any relevant forms for requests for information from Government bodies.
  • To support patient care by locating, pulling, filing and preparing case notes for outpatient clinics and inpatient admissions.
  • Provide scanning of case notes into an Electronic Document Management System.


You will be working for an organisation which values and respects all of its staff and the community it serves.

The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff.

This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

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