About the Role
Spire Healthcare is seeking a Medical Records Administrator to join our warehouse-based records management team. This essential role ensures the accurate handling, storage, and retrieval of patient files and records while maintaining the highest standards of confidentiality and compliance.
You will play a critical role in supporting healthcare operations by facilitating the secure movement, tracking, and administration of sensitive medical documents across hospitals and internal systems.
Key Responsibilities
Operational Duties:
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Receive and process electronic file and container requests from hospitals.
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Convert hospital requests into actionable work orders.
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Pick and secure files for dispatch to and from hospitals.
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Handle incoming file returns, additions, and refiling tasks.
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Produce and affix barcodes to files and containers accurately.
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Process emergency requests promptly and efficiently.
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Maintain compliance with records retention policies (HOP-30) and destruction protocols.
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Perform data entry and maintain accurate tracking records.
Customer Service:
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Communicate clearly and professionally with hospital staff and internal teams.
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Own and resolve day-to-day queries, ensuring efficient delivery of services.
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Liaise with drivers to coordinate deliveries and resolve delays.
Compliance & Confidentiality:
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Attend mandatory data protection training and maintain patient confidentiality at all times.
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Ensure compliance with Care Quality Commission (CQC) regulations and Spire’s information security policies.
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Follow standard operating procedures and adhere to documented process flows.
Collaboration:
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Work closely with Warehouse Supervisors, Managers, and the Medical Records Supervisor.
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Perform general housekeeping duties to maintain a safe and organized environment.
Qualifications, Skills & Experience
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Experience in a warehouse or records management environment, ideally within the healthcare sector.
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Strong attention to detail, accuracy, and reliability.
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PC literate; able to work with tracking systems (e.g., O’Neil, Track & Trace, Barcode software).
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Proficient in Microsoft Office applications (Word, Excel, Outlook).
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Excellent communication and interpersonal skills across all levels.
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Strong organisational skills and the ability to meet tight deadlines.
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Flexible, self-motivated, and capable of working with minimal supervision.
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Familiarity with health and safety legislation.
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Forklift (VNA) driver experience is desirable but training will be provided (must be comfortable working at height).
Work Environment
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Warehouse-based role requiring regular manual handling and lifting.
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PPE and uniform provided and must be worn as required.
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Work involves working at height using VNA equipment.
Confidentiality & Data Protection
This role requires strict adherence to data protection and confidentiality policies. All data-related issues must be escalated to the Caldicott Guardian as appropriate.