Job Description

The purpose of the post is to enable the Trust's Clinical Coding processes to be accurate, complete and within Trust data submission timescales. To ensure that the flow of discharge information is to agreed Trust standards. To assist the Clinical Coding process thus improving the quality of coded data provided to and used by the Trust.
To undertake various clerical duties associated with the custody and use of Health Records. This includes all administrative procedures and documentation associated with the patients' admission and / or attendance to hospital
Staff will be required to demonstrate a significant level of initiative in organising their own workload and that of others, and taking decisions and action within clearly defined limits
The principles of the Data Protection Act 1998, Caldicott , and the Freedom of Information Act 2000 must be adhered to at all times. Staff must be aware of their responsibilities in ensuring that confidentiality of patient information is maintained at all times
Main duties of the job

• To be responsible for the daily collection and return of patients case notes and /or discharge information from, wards, secretaries, mortuary etc.
• Responsible for the accurate tracking of the case-notes using the Trusts Patient Administration System (PAS) both in and out of the Clinical Coding Department and ensuring that the case-notes are forwarded to their correct destination on leaving the Clinical Coding office.
• To use the Trust's PAS to locate tracked notes.
• To answer and resolve telephone queries from wards, medical secretaries, and the Health Records Department regarding case notes tracked to coding.
• To locate un-coded ward discharges on a daily basis to meet the Trust's deadlines.
• To accurately input and update all patient related information onto the computerised Patient Administration System. Data Protection sharing of computer passwords is a disciplinary offence in the Trust. It also contravenes the Data Protection Act 1998 and can lead to individual being fined
• To provide a reception service, ensuring the service given is sufficient and welcoming
• To establish good working relationships with other departments within the hospital.
• To undertake any other duties of a similar nature consistent with the post's band.
• To arrange internal transport of casenotes as required

About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Details
Date posted
23 September 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
24,465 a year pro rata per annum
Contract
Permanent
Working pattern
Part-time
Reference number
225-CORP-7367274
Job locations
The Royal Wolverhampton NHS Trust
Wolverhampton Road
Wolverhampton
WV10 0QP
Job description
Job responsibilities

• To be responsible for the daily collection and return of patients case notes and /or discharge information from, wards, secretaries, mortuary etc.
• Responsible for the accurate tracking of the case-notes using the Trusts Patient Administration System (PAS) both in and out of the Clinical Coding Department and ensuring that the case-notes are forwarded to their correct destination on leaving the Clinical Coding office.
• To use the Trusts PAS to locate tracked notes.
• To answer and resolve telephone queries from wards, medical secretaries, and the Health Records Department regarding case notes tracked to coding.
• To locate un-coded ward discharges on a daily basis to meet the Trusts deadlines.
• To accurately input and update all patient related information onto the computerised Patient Administration System. Data Protection sharing of computer passwords is a disciplinary offence in the Trust. It also contravenes the Data Protection Act 1998 and can lead to individual being fined
• To provide a reception service, ensuring the service given is sufficient and welcoming
• To establish good working relationships with other departments within the hospital.
• To undertake any other duties of a similar nature consistent with the posts band.
• To arrange internal transport of casenotes as required
• To be responsible for the general housekeeping and arrangement of the storage of casenotes in the Clinical Coding & Data Quality department as necessary
• To collect relevant statistical data relating to patient activity
• To be responsible for the security of casenotes within the department
• To cover in the absence of colleagues as and when required
• To ensure data quality & departmental standards are maintained & kept up to date at all times
• To attend all Trust mandatory training courses, including Manual Handling & Fire Lectures as and when required.
• To attend local departmental training sessions as and when required
• To participate in the annual appraisal process
• To be aware of the security arrangements in your own working area and to be responsible for the security / distribution of keys held in the department
• To be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security, and to respond in a professional & sensitive manner when dealing with confidential issues. Staff must be aware of and adhere to the principles of the Data Protection Act 1998 and the Freedom of Information Act 2000
• To be aware of, and comply with Health & Safety, Fire Regulations and to report accidents. / untoward incidents / hazards to the Team Leader / Manager
• To undertake any tasks relevant to the work of a Clinical Coding Assistant which develop as a special requirement of the Directorate/ Department

Job description
Job responsibilities

• To be responsible for the daily collection and return of patients case notes and /or discharge information from, wards, secretaries, mortuary etc.
• Responsible for the accurate tracking of the case-notes using the Trusts Patient Administration System (PAS) both in and out of the Clinical Coding Department and ensuring that the case-notes are forwarded to their correct destination on leaving the Clinical Coding office.
• To use the Trusts PAS to locate tracked notes.
• To answer and resolve telephone queries from wards, medical secretaries, and the Health Records Department regarding case notes tracked to coding.
• To locate un-coded ward discharges on a daily basis to meet the Trusts deadlines.
• To accurately input and update all patient related information onto the computerised Patient Administration System. Data Protection sharing of computer passwords is a disciplinary offence in the Trust. It also contravenes the Data Protection Act 1998 and can lead to individual being fined
• To provide a reception service, ensuring the service given is sufficient and welcoming
• To establish good working relationships with other departments within the hospital.
• To undertake any other duties of a similar nature consistent with the posts band.
• To arrange internal transport of casenotes as required
• To be responsible for the general housekeeping and arrangement of the storage of casenotes in the Clinical Coding & Data Quality department as necessary
• To collect relevant statistical data relating to patient activity
• To be responsible for the security of casenotes within the department
• To cover in the absence of colleagues as and when required
• To ensure data quality & departmental standards are maintained & kept up to date at all times
• To attend all Trust mandatory training courses, including Manual Handling & Fire Lectures as and when required.
• To attend local departmental training sessions as and when required
• To participate in the annual appraisal process
• To be aware of the security arrangements in your own working area and to be responsible for the security / distribution of keys held in the department
• To be aware of, and adhere to all Trust & Local policies and procedures with regard to confidentiality, ensuring that all information handled within the department is dealt with to the highest standards of confidentiality and security, and to respond in a professional & sensitive manner when dealing with confidential issues. Staff must be aware of and adhere to the principles of the Data Protection Act 1998 and the Freedom of Information Act 2000
• To be aware of, and comply with Health & Safety, Fire Regulations and to report accidents. / untoward incidents / hazards to the Team Leader / Manager
• To undertake any tasks relevant to the work of a Clinical Coding Assistant which develop as a special requirement of the Directorate/ Department

Person Specification
Qualifications
Essential

• 4 GCSE or Eqivalent to include English
• Good Standard of Education
• Experience of Clerical work
• Ability to work under pressure

Person Specification
Qualifications
Essential

• 4 GCSE or Eqivalent to include English
• Good Standard of Education
• Experience of Clerical work
• Ability to work under pressure

Skills Required