Health records staff are responsible for managing patient health records. They set up, update and maintain patient records, both on paper and computer.
They are also called Medical records staff.
The Work
You could be:
taking details from patients
setting up new records, or updating existing records
filing and archiving records for easy access
recording patient admissions, discharges and deaths
directing patients to the right department or clinic in a hospital or health centre
dealing with patients and making appointments for them in person or by telephone
sending patients' medical records, or samples, to different departments in the hospital
collating statistics on information such as patient transfers or admissions
using a system of codes to record illnesses and treatments on patient files (clinical coding).
You may do all of the above tasks, or specialise in a particular area, such as admissions or clinical coding.
Pay
The figures below are only a guide. Actual pay rates may vary, depending on:
where you work
the department or organisation you work for
the demand for the job.
Under the NHS Agenda for Change pay scales, salaries for health records staff are on Band 2, £25,694 to £27,900 a year. A health records supervisor would be on Band 3, £28,011 to £30,230 a year.
The current pay scales are from April 2025.
Conditions
You would work in an office, records department or reception area in a hospital, health centre or local doctors’ surgery.
You would normally work regular hours but may have to work evenings and weekends, if for example, you work in admissions.
If you work on a ward or in a clinic or health centre, you will have a lot of contact with patients.
There may be opportunities to work part time or flexitime.
There may be some lifting of document boxes involved.
Some employers may ask for between 2 and 5 subjects at National 4 or 5, including English and Maths.
You could get in through a Modern Apprenticeship. Entry requirements vary, but usually include National 4 or 5 English.
It helps to have a knowledge of medical terms.
Experience in an office or in health care is useful.
Good IT skills are usually required.
You will require a satisfactory criminal record check from Disclosure Scotland to show that you are suitable for this type of work. Contact Disclosure Scotland for details on the type you would need.
careful, and able to pay close attention to detail
able to work calmly when under pressure
discreet and able to keep records confidential
good at working in a team
pleasant, tactful and able to talk to people from all backgrounds, particularly when they are anxious or upset
able to prioritise your workload.
Training
You would train on the job under the supervision of experienced members of staff.
You can study for relevant qualifications while you are working, such as in administration or customer care.
Modern Apprenticeships involve on the job training leading to either an SVQ in Healthcare Support (Non-Clinical) at SCQF Level 6 or SVQ Business and Administration at SCQF Level 5 or 6.
2025
