Clinical Records Clerk

• Christchurch Health Campus
• 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 highly organized Clinical Records Clerk to process patient information requests efficiently and in compliance with legislative requirements. This role requires excellent clerical and computer skills, as well as strong customer service abilities to manage telephone inquiries professionally.

Key Responsibilities:

Receiving Requests:

• Record all incoming requests in a spreadsheet on the day of receipt.
• Verify that requests have the appropriate consent and identification documents.
• Maintain an updated spreadsheet to ensure all requests are processed within required timeframes.

Supplying Information:

• Access all appropriate records and electronic information to fulfill requests.
• Ensure information provided adheres to the requested parameters and does not exceed specified timeframes or events.

Reviewing Information for Release:

• Review information for accuracy and compliance with legislative requirements.
• Redact third-party information as necessary.

Managing Records & Documentation:

• Save all request-related documents and communications in designated electronic folders.
• Maintain the Computerised Medical Record Tracking System with accuracy and timeliness.

Photocopying & Redacting Information:

• Identify copied information from paper records.
• Scan and save copies of redacted documents in appropriate folders.

Correspondence & Dispatch:

• Send covering letters/emails with all supplied information.
• Notify requestors of any redacted information and the reasons for redaction.
• Dispatch information via email or courier as required.

Tracking Requests:

• Update spreadsheets daily to track received, completed, and pending requests.
• Ensure all details for ACC and insurance-related requests are accurately recorded for billing purposes.

About you

Essential Skills & Qualifications:

• Proven experience as an administrator in a complex organization.
• Strong computer skills, including proficiency in Microsoft Word and Excel.
• Customer-focused approach with excellent verbal and written communication skills.
• Ability to work both independently and collaboratively within a team.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Commitment to understanding the Treaty of Waitangi, Māori, and other cultural considerations.
• Professional attitude towards self-care and team dynamics.

Desirable Skills & Qualifications:

• Familiarity with the National Health Computer System and other Patient Management Systems.
• Knowledge of the Health Privacy Code.
• Previous experience in the healthcare sector, including community health services.
• Understanding of the terminal digit filing system.

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. If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz

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