Health records clerk

Health records clerks prepare patient notes for inpatient and outpatient appointments and keep medical records up to date.

Also known as: Medical records clerk

• Starter salary£25,000 a year
• Experienced£31,000 a year
• Typical hours37 to 40 a week

What you'll do

As a health records clerk, you could:

• create, check and update patient records
• file test results and letters
• prepare patient notes for medical staff and appointments
• record patient admissions, transfers, discharges and deaths
• transfer details from paper records into a digital document system
• translate patient information into clinical codes for administrative purposes
• collect statistics like admission numbers, discharges and waiting lists
• respond to enquiries over the phone and online

Working environment

You could work in an NHS or private hospital, in an office or at a GP practice.

Skills and knowledge you'll need

You'll need:

• administration skills
• to be thorough and pay attention to detail
• the ability to work well with others
• the ability to use your initiative
• to be flexible and open to change
• excellent verbal communication skills
• analytical thinking skills
• knowledge of English language
• to be able to use a computer and the main software packages confidently

How to become a health records clerk

You can get into this job through:

• a college course
• an apprenticeship
• applying directly

College

You could take a college course to learn some of the skills and knowledge needed in this job.

Courses include:

• business administration
• International Computer Driving Licence (ICDL) Certificate in IT User Skills (previously ECDL)
• T Level in Management and Administration

Entry requirements

Entry requirements for these courses vary.

• 4 or 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths for a T Level

Apprenticeship

You could apply to do an apprenticeship with a GP practice, hospital or commercial healthcare company. Options include:

• Retail Service, Supply and Administration Level 2 Foundation Apprenticeship
• Administration Assistant Level 2 Intermediate Apprenticeship
• Business Administrator Level 3 Advanced Apprenticeship
• Clinical Coder Level 3 Advanced Apprenticeship

Direct application

You can apply directly for jobs. Employers may ask for GCSEs, such as English and maths, at grades 9 to 4 (A* to C).

It will also help if you have experience in office work, including typing documents and working on spreadsheets.

Customer service skills can also be helpful.

Foundation apprenticeship

You can apply for a foundation apprenticeship if you're aged 16 to 21.

If you're aged 22 to 24, you can apply if you:

• have an education, health and care (EHC) plan
• are in care or have been in care
• are in prison or have been in prison

Entry requirements

You'll usually need:

• no specific qualifications or experience to apply for a foundation apprenticeship
• some GCSEs, usually including English and maths, or equivalent, for an intermediate apprenticeship
• 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths, for an advanced apprenticeship

Restrictions and requirements

You'll need to:

• pass enhanced background checks

Career path and progression

You can study with the Institute of Health Record Information and Management (IHRIM) for a more senior role or to specialise in areas such as clinical coding.

With further qualifications and experience you could become a medical secretary or a health records manager.

Professional and industry bodies

You can find professional development and training opportunities if you join an organisation like the:

• Institute of Health Records and Information Management
• British Society of Medical Secretaries and Administrators (BSMSA)
• Association of Medical Secretaries, Practice Managers, Administrators and Receptionists (AMSPAR)

Guides for this industry

• Health & Social Care: pay, interviews and getting started →

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Contains public sector information licensed under the Open Government Licence v3.0