Job Description

The Central Prepping Team are looking for an enthusiastic and adaptable Prepping Clerk to work within the Prepping Team at Bush Park, Bircham House and Derriford Hospital.
The work is very busy, therefore the ability to prioritise your own workload and meet deadlines is essential. Applicants should also be able to demonstrate the use of their own initiative.
Applicants should be educated to GCSE grade A-C in Maths & English plus have an NVQ Level 2 in Business Administration or equivalent demonstrable experience. Applicants must have excellent keyboard and accuracy skills and should also be able to demonstrate an understanding of confidentiality and be able to work across both sites.
Please state in your supporting information why you are the ideal candidate for this role.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job

• Individuals are allocated a daily workload by the supervisor and are then responsible for organising their own day to day tasks.

• Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner, ensuring all case notes required for clinics are prepared to the specification of each Specialty.

• Uses the Information Technology associated with the role, in particular patient management systems, Prepping Application and Spreadsheets to regularly analyse and check the status of clinics of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.

• Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.

About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Details
Date posted
15 September 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
24,465 a year Per Annum
Contract
Fixed term
Duration
12 months
Working pattern
Full-time
Reference number
216-SF-A7471494
Job locations
Windsor House
Tavistock Road
Plymouth
PL6 5UF
Job description
Job responsibilities

• To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.

• To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

• To print an up to date clinic attendance list prior to preparing clinic.

• To request the allocated clinic case notes from Central Records Library.

• To check Corporate Services for any case notes that are located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for the clinic deadlines.

• To manually raise any new folders for patients without notes and trace on iPM.

• Trace the notes into the Bircham House or Level 7 Derriford Hospital and store on specialty allocated areas.

• To prepare case notes for allocated specialty clinics.

• To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

• Once received organising contents of the patient case notes to comply with the Trust standard filing format.

• To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

• To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.

• To ensure that outcome forms are inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient case notes.

• Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L7 ensuring boxes are stored in the relevant area in date order ready for collection.

• To assist in mentoring and training other members of staff, as requested by the Team Leader.

• To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.

• To have a knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).

• To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.

• To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repairs are made to any damaged case notes.

• To split any oversized case note before it is sent to the Derriford Prepping Office.

• To achieve 100% of case note availability for all clinics including clinics taking place at peripheral hospitals.

• To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Please see attached job description for full details. Job description
Job responsibilities

• To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Prepping Team Leader.

• To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable own daily workload review.

• To print an up to date clinic attendance list prior to preparing clinic.

• To request the allocated clinic case notes from Central Records Library.

• To check Corporate Services for any case notes that are located at peripheral hospitals and request them to be sent to the Derriford Prepping team in time for the clinic deadlines.

• To manually raise any new folders for patients without notes and trace on iPM.

• Trace the notes into the Bircham House or Level 7 Derriford Hospital and store on specialty allocated areas.

• To prepare case notes for allocated specialty clinics.

• To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.

• Once received organising contents of the patient case notes to comply with the Trust standard filing format.

• To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary.

• To ensure that the correct chapter card relating to the current appointment is inserted into the patient case notes.

• To ensure that outcome forms are inserted into the patient case notes prior to the appointment (if required as some specialties will now be using electronic outcomes) to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient case notes.

• Place fully prepped notes into Blue Boxes, labelled and colour coded for the relevant clinic and day of the week, for transportation to the Derriford Prepping Office on L7 ensuring boxes are stored in the relevant area in date order ready for collection.

• To assist in mentoring and training other members of staff, as requested by the Team Leader.

• To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.

• To have a knowledge and understanding of the APNs (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference).

• To ensure that iPM is kept up to date with the movement of patient case notes both into and out of the department.

• To ensure that any loose filing is placed in the appropriate section of the patient case notes and to repairs are made to any damaged case notes.

• To split any oversized case note before it is sent to the Derriford Prepping Office.

• To achieve 100% of case note availability for all clinics including clinics taking place at peripheral hospitals.

• To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.

Please see attached job description for full details.
Person Specification
Knowledge and Experience
Essential

• Demonstrable experience working with PC's and Microsoft applications
• Demonstrable clerical experience
• Demonstrable experience of managing own workload and working to strict deadlines

Desirable

• Proven knowledge of a range of patient management and Health Records/Case note Procedures

Aptitude and Abilities
Essential

• Excellent communication/interpersonal skills
• Accuracy and attention to detail
• Good organisational skills/prioritise workload

Disposition / Attitude / Motivation
Essential

• Self-motivated and work on own initiative
• Enthusiastic and responsive to new demands
• Willing to learn new skills and welcome change

Qualifications
Essential

• GCSE grade A-C in Maths & English
• NVQ Level 2 in Business Administration or equivalent demonstrable experience

Person Specification
Knowledge and Experience
Essential

• Demonstrable experience working with PC's and Microsoft applications
• Demonstrable clerical experience
• Demonstrable experience of managing own workload and working to strict deadlines

Desirable

• Proven knowledge of a range of patient management and Health Records/Case note Procedures

Aptitude and Abilities
Essential

• Excellent communication/interpersonal skills
• Accuracy and attention to detail
• Good organisational skills/prioritise workload

Disposition / Attitude / Motivation
Essential

• Self-motivated and work on own initiative
• Enthusiastic and responsive to new demands
• Willing to learn new skills and welcome change

Qualifications
Essential

• GCSE grade A-C in Maths & English
• NVQ Level 2 in Business Administration or equivalent demonstrable experience

Skills Required