Health records and patient administration

Health records and patient administration staff collate, store and retrieve records used in the diagnosis and treatment of patients. 

Working life

Health professionals need access to vital information at a moment's notice. This makes health records and patient administrators crucial to the delivery of healthcare. They are also responsible for promoting and supporting the effective use of data, information, knowledge and technology within their organisation.

Health records staff

Roles in health records and patient administration 

Explore some of the roles in health records and patient administration.

  • A health records assistant undertakes routine administrative work in relation to health records. The role is likely to include:

    • locating, retrieving, tracking and delivering patients' health records and case notes
    • maintaining patient records and case notes
    • participating in audits of patient records

  • A health records manager is responsible for the overall management of a department's health records service.  The role is likely to include:

    • communicating and neogtiating contentious issues with senior management and clinical staff
    • ensuring a high-quality service
    • providing advice and guidance to a range of people on all aspects of legislation relating to health records.

  • A medical summariser summarises all medical notes and letters.  This provides healthcare professionals with an accurate, easily accessible electronic summary of a patient's medical history. This could be crucial information in an emergency situation.  The role is likely to involve:

    • extracting information from patients' notes and entering them on to a computer programme
    • displaying any significant medical problems prominently so it is obvious to any healthcare professional using the record.

  • A patient administration team leader is responsible for a small team of administration staff.  This role is likely to involve:

    • maintaining and developing patient administration systems, including appointment systems, referrals and record keeping
    • acting as a point of contact for members of the public, clinical staff and other individuals
    • assisting in training individuals to use patient information systems

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    A waiting list coordinator completes and maintains the accuracy of waiting lists and plans patient activity to minimise waiting times and the ensure the best use of resources. This role is likely to involve:

    • monitoring waiting lists and ensuring they are accurate and complete
    • implementing and maintaining a system to monitor waiting times
    • identifying changes in demand for particular services
    • developing and monitoring plans to improve practice
    • contributing to improving the quality and overall management of the waiting list
    • providing weekly statistical information and reports on performance

Sam Hodge

Information quality clerical officer

When I started, I was a relatively shy and quiet individual, and am amazed at how far I have come in a relatively short space of time.

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Entry requirements, skills and interests

There are no set entry requirements for health records staff. Employers usually expect good literacy, numeracy and IT skills. They may ask for GCSEs or equivalent qualifications. For some jobs, employers may ask for other skills or qualifications such as word processing or data entry. 

Employers often ask for relevant work experience. Even where this is not specified, it would be an advantage if you have worked in an admin or customer service role.

There are often apprenticeships in administrative roles, including some in health records.

Find out more about apprenticeships and traineeships

Much needed skills

Health records staff need to be: 

  • accurate and methodical
  • able to work in a team but use their own initiative
  • willing to follow instructions and procedures
  • able to work with all types of people
  • confident using the phone
  • organisational skills
  • IT skills
  • customer service skills

Training and development

You will get the training you need to do the job. This includes an introduction to the department, how to use the IT and phone equipment and the procedures to follow. You may also have training in customer care.You may be offered the chance to take qualifications such as NVQs or those from: 

Some health records staff become members of AMSPAR, BSMSA or IHRIM. These organisations offer training, online forums and newsletters so health records staff can network with others doing the same type of work.

Pay and benefits

You will usually be paid on the Agenda for Change pay system. Your banding will depend on the position but entry roles are usualy at band 2 or 3. You'll work a standard 37.5 hours a week and may work shifts, which could involve early starts, evenings and weekends. 

You’ll also have access to our generous pension scheme and health service discounts, as well as 27 days of annual leave plus bank holidays.

Where the role could lead

With experience, you could become a team leader, coordinating the work of a team of health records staff. With further experience, you could become a manager, responsible for the work of a health records department.

You could move into more specialist roles such as medical secretary or PA or other areas areas such as finance or HR. You may also have the opportunity to move into health informatics, specialising in electronic data, or IT.

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