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Health records clerk
Hours
37.5 per week
Starting salary
£13,653 + per year
As a health records clerk it would be your job to keep patients' medical records up to date, and make sure that their information is available to medical staff when they need it. This job might suit you if you are an organised person and you would like an admin role in health.
In this job you would need to work accurately and have good attention to detail. You would need to be patient and tactful with people. You would also need to keep calm under pressure.
To get into this job you would usually need to have a good general standard of education and previous experience of office work. You may be able to get into this job through an Apprenticeship scheme. Some employers may carry out Criminal Records Bureau checks.
WorkDesc
The work
As health records clerk, your main duties would include:
- finding and checking patient records
- creating new records and updating existing ones on the computer system
- filing records
- forwarding test specimens to laboratories
- storing test results and letters with the right patient records
- greeting patients, booking appointments and dealing with enquiries from GPs
- recording illnesses and treatments using a system of codes (known as 'clinical coding')
- 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.
You might carry out all of these duties, or you could specialise in one area such as filing, admissions or clinical coding.
Health records clerks are sometimes known as medical records or ward clerks.
HoursDesc
Hours
In a full-time job you would work 37.5 hours a week. Some hospital departments, particularly accident and emergency, provide a full 24-hour service which may involve shift work or permanent nights. Part-time work may be available.
You could work in an office, a reception area, filing room, medical records library or on a hospital ward.
IncomeDesc
Income
Full-time salaries can be between £13,653 and £16,753 a year for clerks. Team leaders can earn up to £22,188. Clinical coding specialists earn between £18,152 and £27,534 a year.
Figures are intended as a guideline only.
EntryRequirementsDesc
Entry requirements
You should have previous experience of office work, including word processing and spreadsheet computer packages.
You will need a good standard of general education and you may have an advantage with some GCSEs (A-C) including English and maths, or a similar level of qualification.
You may be able to get into this job through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. To find out more, visit the Apprenticeships website.
Alternatively, you may be able to build useful experience by getting onto an NHS administrative and clerical work placement. Visit the NHS Professionals website to find out more.
Employers may carry out a Criminal Records Bureau (CRB) check before you can start work.
TrainingAndDevelopmentDesc
Training and development
You will receive induction training when you start your job, followed by on-the-job training by experienced staff plus any formal in-house courses that you might need.
Your training may include the chance to work towards one of the following:
- Institute of Health Record Information and Management (IHRIM) Foundation, Intermediate Certificate and Diploma
- NVQ Level 2 in Support Services in Health Care (Health Records and Patient Administration).
To take the IHRIM Certificate, you will usually need five GCSEs (A-C) 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 IHRIM for advice.
You can study for the IHRIM Certificate and Diploma exams by full-time or part-time courses at colleges or regional branches of the IHRIM. You could also study by distance learning the Foundation Degree in Health Informatics through the University of Central Lancashire.
IHRIM also offers work-based Certificates of Technical Competence in Medical Records Practice and the National Clinical Coding Qualification. See IHRIM website for more details.
SkillsAndKnowledgeDesc
Skills and knowledge
To be a health records clerk you should have:
- an organised and efficient approach
- a high level of accuracy and attention to detail
- a patient, helpful and tactful manner
- calmness under pressure
- good communication skills
- the ability to deal with people who may be anxious or upset
- teamworking ability
- good computer and administrative skills
- respect for confidentiality
- an interest in health and medicine.
MoreInformationDesc
More information
NHS Careers 
PO Box 2311
Bristol
BS2 2ZX
Tel: 0345 60 60 655
www.nhscareers.nhs.uk
Institute of Health Record Information and Management (IHRIM)
744A Manchester Road
Rochdale
OL11 3AQ
Tel: 01706 868481
www.ihrim.co.uk
Health Learning and Skills Advice Line
Tel: 08000 150850
OpportunitiesDesc
Opportunities
You could work in an NHS hospital, or in a GP surgery, private hospital or the Armed Forces.
Jobs may be advertised in the local press, health service journals and on the NHS Jobs website.
With experience, you could specialise in clinical coding, or progress to team leader and higher management roles.
Job profiles are based on the latest information supplied to us by industry bodies, such as Sector Skills Councils. Please be aware that with the introduction of the Qualifications and Credit Framework there has been, and will continue to be, changes to vocational qualifications. For more information, please check with industry bodies directly.
We do not accept responsibility for the content of external sites.
LMIData
Related industry information
Industry summary
The health sector is represented by Skills for Health Sector Skills Council, which comprises three sub‐sectors:
- National Health Service (NHS)
- Independent Healthcare Sector (such as private and charitable healthcare providers)
- Third Sector (healthcare) (such as small local community and voluntary groups, registered charities, foundations, trusts, social enterprises and co‐operatives)
The health sector is made up of hospitals, doctors’ surgeries, dental practices, the ambulance service, nursing homes, residential care homes, complementary medicine and a huge range of other health related activities, from sight tests in opticians to research in medical laboratories. Most people in the health sector work in the publicly funded National Health Service (NHS), which includes:
- primary care (organisations which the public goes to first) – Doctors/General Practitioners (GPs), NHS Walk in Centres, NHS Direct, Out of Hours Emergency Care
- secondary care (organisations which the public are referred onto) – Ambulance Trusts, NHS Trusts/hospitals, NHS Foundation Trusts/hospitals, Mental Health Trusts, Care Trusts (provide joint health and social care activities)
NHS policy in England is directed from the centre by the Department of Health. Local organisations, known as Primary Care Trusts (PCTs), are in charge of providing and commissioning services, controlling the majority of the budget. PCTs are overseen by 10 regional organisations called Strategic Health Authorities (SHAs).
The independent sector includes companies and charities that offer hospital and specialist services usually after referral from a doctor. Operations and other work are carried out in private hospitals, independent treatment centres, mental health units and hospices.
Key facts:
- The health sector is the largest employer in the UK, representing 5.5% of the working age population of the UK and 7.3% of the working age population that are currently in employment.
- It is estimated that the sector employs over 2 million people, including:
- over 1.5 million people in the NHS (72%)
- over 0.5 million people in the Independent Healthcare sector (26%)
- almost 40,000 in the voluntary sector (2%)
- 56% of the workforce has a higher education qualification (or equivalent).
- The age profile for the sector shows an older than average workforce, which is due in part to the fact that it takes some professions a long time to train and can mean that people enter the sector later.
There is a varied list of jobs in the sector ranging from a diverse number of clinical roles, to support and infrastructure staff, for instance: Allied Health Professionals (AHPs); Ambulance Staff; Dental Staff; Doctors/Medical staff; Nursing staff; Midwifery Staff; Healthcare Scientists; Health Informatics Staff; Management; Wider Healthcare Team; Complementary Therapists.
National and regional data
High proportions of the health sector workforce are located in:
- London
- South East
- North West
East Midlands - The health sector employs 131,515 people, which accounts for 7% of all employment in the region.
- The East Midlands employs 8% of the total health sector workforce for England.
- The private sector accounts for 29% of all employment across the sector or 41,200 employees.
- Between 2007 and 2017, the total requirement for workforce will be approximately 133,000 people. This is the total of the predicted expansion plus replacement demand.
East of England - The health sector employs 164,720 people, which accounts for 7% of all employment in the region.
- The East of England employs 9.8 % of the total health sector workforce for England.
- The private sector accounts for 30% of all employment across the sector or 52,300 employees.
- Vacancies in the health and social work sector account for 14% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 103,000 people. This is the total of the predicted expansion plus replacement demand.
London - The health sector employs over 249,524 people, which accounts for 6% of all the employment in the region.
- London employs 15% of the total health sector workforce for England.
- The private sector accounts for 33% of all employment across the sector or 78,500 employees.
- Vacancies in health and social work account for 12% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 146,000 people. This is the total of the predicted expansion plus replacement demand.
North East - The health sector employs 89,201 people, which accounts for 8.7% of all employment in the region.
- The North East employs 5.3 % of the total health sector workforce for England.
- The private sector accounts for 25% of all employment across the sector or 23,800 employees.
- Vacancies in the health and social work sector account for 12% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be almost 46,000 people. This is the total of the predicted expansion plus replacement demand.
North West - The health sector employs 251,960 people, which accounts for 8% of all employment in the region.
- The North West employs 15% of the total health sector workforce for England.
- The private sector accounts for 23.5% of all employment across the sector or 59,200 employees.
- Vacancies in the health and social work account for 11% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 133,000 people. This is the total of the predicted expansion plus replacement demand.
South East - The health sector employs 264,071 people, which accounts for 7.1% of all employment in the region.
- The South East employs 15.7% of the total health sector workforce for England.
- The private sector accounts for 23.5% of all employment across the sector or 59,200 employees.
- Vacancies in the health and social work sector account for 12% of all Industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 164,000 people. This is the total of the predicted expansion plus replacement demand.
South West - The health sector employs 182,187 people, which accounts for 8.2% of all employment in the region.
- The South West employs 10.8 % of the total health sector workforce for England.
- The private sector accounts for 30% of all employment across the sector or 60,700 employees.
- Vacancies in the health and social work sector account for 12% of all Industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 105,000 people. This is the total of the predicted expansion plus replacement demand.
West Midlands - The health sector employs 168,746 people, which accounts for 7.2% of all employment in the region.
- The West Midlands employs 10% of the total health sector workforce for England.
- The private sector accounts for 25% of all employment across the sector or 43,000 employees.
- Vacancies in the health and social work sector account for 9% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 108,000 people. This is the total of the predicted expansion plus replacement demand.
Yorkshire and the Humber - The health sector employs 182,848 people, which accounts for 8.2% of all employment in the region.
- Yorkshire and the Humber employ 10.9 % of the total health sector workforce for England.
- The private sector accounts for 24% of the total health care workforce or 42,000 employees.
- Vacancies in health and social work account for 11% of all industry vacancies.
- Between 2007 and 2017, the total requirement for workforce will be approximately 97,000 people. This is the total of the predicted expansion plus replacement demand.
Northern Ireland - The health sector employs 61,300 people.
- Northern Ireland employs 3% of the total health sector workforce.
- 81% of the workforce is female.
- 26% of the workforce is aged 35‐44 years.
- 96% of the workforce is white.
- 10% of the workforce reports a disability.
- 48% of the workforce is in Associate Professional and Technical occupations.
- 23% of organisations in the health and social work sector report vacancies.
Scotland - The health sector employs 201,500 people.
- Scotland employs 10% of the total health sector workforce.
- 78% of the workforce is female.
- 30% of the workforce is aged 45‐54 years.
- 95% of the workforce is white.
- 14% of the workforce reports a disability.
- 39% of the workforce is in Associate Professional and Technical occupations.
- 23% of organisations in the health and social work sector report vacancies.
Wales - The health sector employs 114,900 people.
- Wales employs 6% of the total health sector workforce.
- 74% of the workforce is female.
- 34% of the workforce is aged 45‐54 years.
- 94% of the workforce is white.
- 18% of the workforce reports a disability.
- 40% of the workforce is in Associate Professional and Technical occupations.
- 27% of organisations in the health and social work sector report vacancies.
[N.B. Data derived from Labour Force Survey, 2008‐2009, Annual Business Inquiry, 2007, and Northern Ireland Census of Employment, 2007]
Career paths
Further sources
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