Health Records Clerk Employment Contract UK

Responsibilities reflected in the contract

• Locate and track records through approved systems.
• Scan and index documents to the correct patient.
• Verify identifiers before filing or disclosure.
• Apply retention and secure-destruction procedures.
• Resolve duplicate or misfiled records through controls.
• Protect confidential information during every transfer.

A realistic working scenario

Two patients share a name and date of birth, and documents appear in the wrong electronic file. The clerk restricts access, preserves the audit trail and invokes the record-correction process.

Outputs to agree

• accurately indexed and available records
• controlled tracking and disclosure
• identified data-quality errors

Records and evidence

• File movement and access.
• Scan and index check.
• Disclosure authority.
• Misfile, merge or correction audit.
• Work records.
• Handover notes.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• The clerk may process under authorised workflows; deletion, record merge, legal disclosure and alteration of clinical content require designated information-governance approval.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Email.
• Document systems.
• Phone systems.

Workplace context

• Practice reception, clinical administration areas and approved patient-facing areas.

Training and certification

• Complete employer-required safeguarding training.
• Complete employer-required health and safety training.

Contract priorities

• patient confidentiality
• identity matching
• accuracy and throughput
• retention and disclosure controls

Information the employer should prepare

• the records systems and locations covered
• the access and disclosure permissions
• the scanning and indexing standards
• the retention and destruction schedule
• the physical transport arrangements
• the breach and missing-file escalation route