Health records officer
Health records staff make sure that patient and corporate records are created, stored, tracked, retrieved, and disposed of correctly, whether they are on paper or in digital systems. They keep records available for care, protect them from loss and unauthorised access, and support the move from paper to digital records.
- Family
- Information governance
- UK GDaD PCF role
- None: this reference defines the role
- ESCO occupations
- medical records clerk (ISCO-08 3252); medical records manager (ISCO-08 3252)
- On GitHub
- Role document · Role data
Levels
| Band | Role level | UK GDaD PCF level | Civil Service grades | Job evaluation points |
|---|---|---|---|---|
| 2 | Records assistant | — | — | 181 |
| 3 | Records officer | — | — | 234 |
| 4 | Senior records officer | — | — | 291 |
| 5 | Health records manager | — | — | 376 |
In a digital health care organisation
- Patient records must be available when clinicians need them, so delays or lost records can directly affect care.
- Records contain highly confidential information, so staff follow strict confidentiality and access rules and may regularly read distressing content.
- Most organisations hold both paper and digital records, so the role includes scanning, indexing, and managing hybrid records.
- Records must be kept for set periods under retention schedules and then archived or destroyed securely, with an audit trail.
- Records teams often process requests for access to health records, which have legal time limits.
ESCO occupations and skills
ESCO lists the skills and knowledge that employers usually need (essential) or may need (optional) for each occupation. Use them as a checklist for development conversations.
medical records clerk
Medical records clerks organise, keep up-to-date and archive patients` records for medical staff availability. They transfer medical information from a patient’s paper records to an electronic template.
Essential skills and knowledge (30)
Skills and competences
- adhere to organisational guidelines
- apply organisational techniques
- archive healthcare users' records
- collect healthcare user's general data
- collect statistics on medical records
- comply with quality standards related to healthcare practice
- deliver case notes
- display medical problems
- follow clinical guidelines
- identify patients' medical records
- maintain healthcare user data confidentiality
- manage digital archives
- manage healthcare users' data
- perform backups
- perform clinical coding procedures
- process data
- type on electronic devices
- use electronic health records management system
- work in multidisciplinary health teams
Knowledge
Optional skills and knowledge (16)
Skills and competences
- answer patients' questions
- communicate in foreign languages with health service providers
- communicate in healthcare
- communicate with customers
- handle paperwork
- manage digital documents
- participate in medical records' auditing activities
- review patient's medical data
- send samples to laboratory
- transfer medical information
- use communication techniques
- use databases
- work in a multicultural environment in health care
Knowledge
medical records manager
Medical records managers are responsible for managing activities of medical records units which maintain and secure patient data. They supervise, oversee and train employees while implementing medical department policies.
Essential skills and knowledge (30)
Skills and competences
- apply organisational techniques
- archive healthcare users' records
- collect statistics on medical records
- communicate in healthcare
- comply with legislation related to health care
- follow clinical guidelines
- identify patients' medical records
- manage digital archives
- manage healthcare users' data
- manage information in health care
- oversee record management
- participate in medical records' auditing activities
- perform clinical coding procedures
- recruit employees
- supervise staff
- undertake clinical audit
- use e-health and mobile health technologies
- use electronic health records management system
- work in a multicultural environment in health care
- work in multidisciplinary health teams
Knowledge
Optional skills and knowledge (28)
Skills and competences
- advise on medical records
- answer patients' questions
- collect healthcare user's general data
- evaluate employees
- formulate a treatment plan
- interview people
- maintain healthcare user data confidentiality
- maintain treatment records
- manage budgets
- manage workflow processes
- meet the requirements of social security reimbursement bodies
- monitor regulations in social services
- perform backups
- perform records management
- process data
- record healthcare users' billing information
- record treated patient's information
- review patient's medical data
- supervise daily information operations
- transfer medical information
Knowledge
Contains ESCO v1.2.1 data (https://esco.ec.europa.eu/). © European Union. Reuse authorised under Commission Decision 2011/833/EU.