Health records clerk
Health records clerks keep medical records up to date.
In this guide
What you'll do
Day-to-day tasks
In this role you could:
- create, check and update patient records
- store test results and letters
- record illnesses and treatments using a system of codes known as clinical coding
- record patient admissions, transfers, discharges and deaths
- transfer details from paper records into computer systems
- collect statistics like admission numbers, discharges and waiting lists
Working environment
You could work in an NHS or private hospital, in an office or at a GP practice.
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 qualifications and experience you could become a medical secretary or a health records manager.
What it takes
Skills and knowledge
You'll need:
- to be thorough and pay attention to detail
- the ability to work well with others
- administration skills
- the ability to use your initiative
- to be flexible and open to change
- patience and the ability to remain calm in stressful situations
- analytical thinking skills
- excellent verbal communication skills
- to be able to use a computer and the main software packages competently
Restrictions and Requirements
You'll need to:
Related subjects
Most relevant
- Biology - Health records clerks work with medical records that describe illnesses, treatments, diagnoses, and test results. Having a basic understanding of human biology and medical terminology helps them accurately interpret and code the health information they handle every day.
- Mathematics - Health records clerks collect and compile statistics such as admission numbers, discharge rates, and waiting list figures. Being comfortable with numbers, data handling, and basic statistical concepts helps them produce accurate reports and spot inconsistencies in records.
- English Language - Health records clerks read and process medical letters, reports, and patient notes, and need to communicate clearly with clinical staff. Strong literacy skills are essential for accurately recording information and ensuring nothing is misunderstood or mistyped.
Also relevant
- Computer Science - Health records clerks transfer data between paper and digital systems, and work with databases that store patient information. Understanding how data is structured, stored, and retrieved in computer systems helps them work efficiently and spot errors in digital records.
- Business - Health records clerks carry out core business administration tasks such as filing, data entry, and managing information systems. Understanding how organisations run and how administrative processes support a workplace is directly relevant to their daily role.
- Sociology - Health records clerks work within the NHS and other healthcare settings where understanding patient confidentiality, data ethics, and how health services are organised matters. Sociology provides useful context for thinking about how healthcare systems serve diverse communities.
How to become
You can get into this job through:
- a college course
- an apprenticeship
- applying directly
You could take a college course to learn some of the skills and knowledge needed in this job.
Courses include:
- Level 2 Certificate in the Principles of Business Administration
- Level 3 Diploma in Business Administration
- T Level in Management and Administration
Entry requirements
You'll usually need:
- 2 or more GCSEs at grades 9 to 3 (A* to D), or equivalent, for a level 2 course
- 4 or 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths for a T Level
- 4 or 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, for a level 3 course
More Information
You could get into this job through a business administrator or a clinical coder advanced apprenticeship.
This will usually take between 12 and 18 months to complete. You'll learn in the workplace and do off-the-job training with a college or training provider.
Entry requirements
You'll usually need:
- 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths, for an advanced apprenticeship
More Information
You can apply directly for jobs in this area. Many employers will ask for GCSEs at grades 9 to 4 (A* to C).
It will also help if you have previous experience of office work, including typing documents and working on spreadsheets.
Professional and industry bodies
You may get professional recognition or find training opportunities if you join an organisations such as the:
- Institute of Health Records and Information Management
- Association of Medical Secretaries, Practice Managers, Administrators and Receptionists (AMSPAR)
- British Society of Medical Secretaries and Administrators (BSMSA)
Further information
You can find out more about becoming a health records clerk from Health Careers.
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