NHS Claims Assistant - London

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Main Duties and Responsibilities

         Administration in the claims & inquest office

         Administration of claims

         Administration of inquests

Administration in the claims & inquest office 

  • To be responsible for answering the Claims & Inquests office telephone during the working day.
  • To maintain filing systems for: current and archived legal files; original medical records/scans/EPIC; copies/scans/downloading of medical records, including electronic medical records (EPIC).
  • To ensure that all work is carried out in accordance with UCLH policies and procedures on confidential information, General Data Protection Regulation (GDPR) and the current Data Protection Act.
  • To ensure adequate levels of stationary are ordered and stock stored appropriately (to include USB sticks, DVD, paper, toner, files).
  • To provide administrative support to the Claims & Inquests team, this will involve downloading/disseminating & filling emails from a variety of web-based encrypting software packages.
  • To ensure that the office area is kept tidy and that confidential information is stored appropriately.

Administration of claims

  • To ensure that all non-standard documentation produced by the Head of Legal Services/Claims & Inquest Managers is copied and promptly dispatched.
  • To assist with the organisation of the disclosure of medical records in accordance with the claims manual, GDPR and the Civil Procedure Rules
  • To ensure that all claims are accurately electronically stored on DATIX and records provide an accurate account of the management of the claim, including completion of relevant database fields, in accordance with the claims manual.
  • To walk between Trust sites to deliver or collect by hand medical records/documents/scans/CD Imaging. To ensure the relevant Consultant is notified of requests for disclosure of records using the DATIX standard templates and that any requests for further information or objections are brought to the attention of the Claims manager & Inquest Managers/Head of Legal Services
  • To ensure that appropriate legal documents for the release of personal data are obtained and then retrieve all UCLH healthcare records for the claimant.This will involve: Accessing EPIC, and historic EPR,CDR, EPMA, Medway,and ICIP (not an exhaustive list) to ensure that all electronically stored healthcare data is identified, downloaded and retrieved; liaising with various clinical departments to retrieve locally held paper records and organising retrieval and copying/ duplication of imaging, pathology specimens and other impressions.
  • To ensure that medical records are scanned/ copied/downloaded in line with the requirements of the Civil Procedure Rules, current Data Protection legislation and GDPR. To ensure the copies/scans/downloads are a full copy of the original page of each medical record pages.
  • To assist with any comprehensive searches undertaken by the relevant Department for missing records/policies/correspondence or other documentation.
  • To ensure that any missing records or documentation is documented by evidence of the search undertaken.
  • To ensure that copies/scans/downloads (in accordance with the CPR, GDPR and Data Protection Act) of all medical records are disclosed to solicitors or to the litigant in person (as relevant) within 30 calendar days using the DATIX standard template. To be responsible for the dispatch process to ensure that documentation is appropriately encrypted and prepared for dispatch to minimise risks of any Data Protection Act breaches.To ensure that the senior claims and inquests staff are notified of any delays which may result in failure to meet the GDPR or Data Protection Act deadline.
  • To secure the timely transfer of medical records, including delicate medical evidence (e.g. original histology slides), between the Trust’s various sites and external partners.
  • To provide administrative support to the Trust’s delegated solicitors when claims and inquests are proceeding, as directed.
  • To assist with additional information requests from the NHSR or solicitors acting on behalf of the Trust or from claimants’ solicitors are carried out as directed.
  • To assist with the closure of a claim or inquest that all electronic and paper records are closed and archived in accordance with the claims manual and records of offsite storage maintained.


  • To support the co-ordinated processing of requests from the Coroner’s Office – including logging inquests on to Datix, acknowledging the request from HM Coroner, opening a paper file and requesting/downloading medical records as required.
  • To assist the Claims & Inquests Managers to co-ordinate requests from the Coroner’s Office.
  • To liaise with the Coroner’s Office where necessary or as directed. 
  • Under the direction assist the Claims & Inquests Managers to assist in the organisation of Prep meetings with Trust employees.
  • To walk between Trust sites to deliver or collect by hand medical records/documents/scans as required.


  • To deputise on certain matters for the Claims and Inquests Managers or Head of Legal Services during periods of leave.
  • In conjunction with senior claims and inquests staff to assist in the production of theDivisional Claims and Inquest Reports as directed.
  • In conjunction with senior claims and inquests staff to assist with Freedom of Information requests.
  • To undertake any other reasonable duties which may be requested by the Claims and Inquests Managers or Head of Legal Services.
  • To work effectively with the other Claims and Inquest Assistant post holder to ensure a consistent and coordinated approach to the workload.
  • To support senior claims and inquests staff in specialist training related to Claims and Inquests, including Datix Software and various web-based electronic data transfer systems.
  • To be primarily responsible for maintaining and keeping up to date the Claims Manual which is a handbook given to all new starters within the department. The post holder will be proactive in putting forward new ideas to improve the service and will be required to assist in the implementation of new policies for their own work area.


Bank Partners is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.

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