Health Records Libraries
We currently have a vacancy in our team of medical records staff giving a professional service staffing a scanning bureau for digitalising medical records, pulling, filing, tracking, culling and retrieving physical medical notes for inpatient and outpatient services across the Oxford University Hospitals NHS Foundation Trust.
Candidate Requirements
- Hard working and have an eye for detail.
- Capable of working with minimum supervision.
- Comfortable with computers (training on our systems will be given).
- Able to perform physical tasks, including working from ladders etc.
- Administrative role involving physical components.
- All staff required to work Bank Holidays on a rota basis.
Position Details
- Monday to Friday, 07:30 to 15:30, 37.5 hours per week.
- Scanning paper records & data into the Trust's digital systems.
- Pulling, filing and tracking medical records ensuring their orderly storage and availability for departments requesting them.
- Culling & merging records no longer required.
- Co‑ordinating with our off‑site storage facility in the sending, receiving and destruction of paper notes.
- Staffing Emergency Phonebay for urgent requests.
- Clinic preparation of notes for selected outpatient appointments.
- Ensuring Information Governance standards are maintained.
- Investigating missing or anomalous records.
Main Purpose of Post
- Work as part of a team to provide a professional and efficient administrative function that underpins the retrieval of health records & scanning of relevant documentation into the Trust's digital systems, and maintains effective working relationships with clinical, nursing and administrative staff.
- Provide assistance to deliver health records across three of the trust sites for outpatient and inpatient attendances.
- To provide administrative support within the Health Records Library and across other sites if required in order to maintain library services.
- Support patient with information for subject access request.
Duties and Responsibilities
Telephone Bay
- Prioritise telephone & email requests in order of urgency.
- Locate health records using the electronic patient record (EPR) and old tracking systems (OxPas).
- Request records from other users across the trust or from offsite storage to forward on to wards and departments.
- Ensuring confidentiality by checking requestor’s identification and their rights to access patient information.
- Highlighting to Library Supervisor if there are any concerns relating to the requestor.
- Track health records to user destinations, ensuring number of volumes are recorded. Making up new folders as required.
- Deliver and retrieve records and/or documentation folders to wards and departments by hand; ensuring confidentiality of the health record is always maintained.
- Deliver requests to appropriate members of health records staff. Ensuring requests from police, solicitors, insurance companies etc are passed on to Subject Access team.
- Assist staff members throughout the trust on use of the microfiche/cartridge system.
- Arrange for collection of records required for the women’s centre.
- Bag and deliver notes to shuttle and postal services as required.
- File requests in date order to be retained for three months.
- Communicate effectively using good verbal skills with other colleagues, health professionals, and the general public.
- Prioritise miscellaneous paperwork received daily from other trust sites for filing into health records.
Reception, Track, Pull, File, Cull
- To assist visitors to the department in retrieving records.
- Providing training for research and audit staff looking to retrieve records.
- Track records back to the library daily using culling methods.
- File health records in reverse digit order and maintain filing areas.
- Provide health records pulling for outpatient services. Preparing clinic list as required.
- Cull records from the libraries as required.
- Track records sent to offsite storage on EPR.
- Maintain clear numbering system for boxed filing of records for staff members returning records to offsite Storage Company.
This advert closes on Monday 27 Apr 2026.
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