Health records staff set up, and keep up to date, systems for maintaining all patients’ records. The records may be kept both on paper and on computer.

The Work

You could be:

• taking details from patients
• setting up new records on paper or computer
• amending and updating existing records
• recording all communications between patients and health professionals
• filing and storing records so that they can be found easily
• 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 to different departments in the hospital and sometimes solicitors, the police or Procurator Fiscal
• recording patient admissions, discharges and deaths.

There are a variety of roles in health records including:

• medical records clerk – provides administrative cover including outpatient reception, making appointments and library storage
• admissions clerk – takes details of patients being admitted to hospital and filing discharge papers
• ward clerk – maintain paperwork, keep records up to date and deal with telephone enquiries on a ward
• clinical clerk – works in maternity clinics answering and dealing with telephone enquiries, filing blood results, forwarding specimens to the laboratory and booking patient appointments
• clinical records officer – works with mental health professionals obtaining, validating and checking patient data before entering it on the computer.

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, £17,110 to £19,470 a year. The current pay scales are from April 2018.

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.
• There may be opportunities to work part time or flexitime.
• There may be some lifting of document boxes involved.

Getting In

• A good general education is useful.
• 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 would require a satisfactory PVG (Protecting Vulnerable Groups) check to show you are suitable for this type of work. Contact Disclosure Scotland for details.

Job Outlook Scotland

Job Outlook Scotland and UK

  Scotland

2018

12044

2.3 %

RISE

2023

12318

  United Kingdom

2018

136103

2.4 %

RISE

2023

139307

LMI data powered by EMSI UK

What Does it Take?

You should be:

• well organised
• efficient and conscientious
• 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 SVQ (Scottish Vocational Qualifications) Healthcare Support (Non-Clinical) at SCQF Level 6 or SVQ Business and Administration at SCQF level 5 or 6.
• You can also study for various qualifications from the Institute of Health Record and Information Management (IHRIM).
• Qualifications from the IHRIM are available at Foundation, Certificate and Diploma level.
• Courses may require part time attendance at college or study through distance learning.

Getting On

• With experience, you could gain promotion to a supervisory or management post.
• Your promotion prospects may be improved if you take IHRIM qualifications.
• You might move into other NHS roles involving patient contact, such as counselling or patient care.
• With further training, you may be able to become a Medical Secretary or move into related work outside the health sector.

Contacts

The following organisations may be able to provide further information.