Clinical Records Administrative Support Officer

• Christchurch – Christchurch Health Campus – Health Information Service
• Permanent Full-time position working 40 hours per week

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the role

We are seeking a detail-oriented and customer-focused Clinical Records Administrative Support Officer to provide high-quality administrative support within the Health Information Service. This role plays a critical part in ensuring timely, accurate access to health information for clinical care, while maintaining strict compliance with the Health Information Privacy Code (1994) and the Privacy Act 2020.

Key Responsibilities

Provision of Health Information for Clinical Care

• Manage and process requests for health information required for clinical care, including both paper and electronic records
• Track and distribute clinical records to the appropriate location in accordance with requests
• Identify records requiring clinical coding and forward them to the Clinical Coding Unit

Clinical Record Maintenance & Storage

• Create new clinical files in line with established record formats
• File loose documentation accurately according to clinical record layout standards
• Track and store records in designated locations
• Repair or replace damaged or deficient clinical record covers
• Ensure clinical records are volumised into manageable and compliant sizes

Scanning & Digitisation

• Prepare patient documentation in accordance with scanning and digitisation guidelines
• Complete digitisation within required timeframes
• Ensure scanned documents meet agreed quality and accuracy standards

Communication & Teamwork

• Communicate effectively and professionally with team members, hospital staff, and external stakeholders
• Prioritise own workload while providing support and assistance to colleagues when required
• Contribute to the development and review of processes, procedures, and guidelines
• Actively participate in team decision-making and respect individual differences

Administrative & General Duties

• Always maintain a professional telephone manner
• Ensure incoming correspondence is distributed and managed promptly
• Complete any additional duties as requested by the Clinical Records Manager (or nominee) within agreed timeframes

Professional Development

• Maintain and develop skills relevant to the role
• Attend approved training and development opportunities
• Stay up to date with changes in clinical record management
• Maintain a strong working knowledge of departmental policies and procedures

About You

Essential Skills & Experience

• Intermediate MS Excel skills
• Strong customer service focus with commitment to quality patient outcomes
• High level of problem-solving ability
• Ability to work effectively as part of a team

Desirable

• Advanced MS Excel skills
• Competent knowledge of Waitaha Canterbury Patient Management Systems
• Excellent written, verbal, and interpersonal communication skills
• Ability to work with minimal supervision
• Proven ability to meet deadlines
• Strong influencing and analytical skills 

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community. We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities. 

How to Apply

To apply please click “apply now.” All applications must be submitted through our online careers’ portal. 

We will review applications as received and may proceed with the recruitment process, before the closing date of this advert.