Job summary
- Main area
- Scanning Bureau
- Grade
- NLH:NLH 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 203-SWFTCS106
- Employer
- SWFT Clinical Services Ltd
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £24,147 Per Annum
- Salary period
- Yearly
- Closing
- 04/12/2024 23:59
Employer heading
Scanning Bureau Clerk
NLH:NLH 3
Job overview
Working:
Monday – Thursday: 10.00 – 6.00
Friday: 9.00 – 5.00
We are looking for enthusiastic individuals to join our Scanning Bureau Team to support the preparation and scanning of paper patient records into the e-record system.
The suitable candidates will need to demonstrate high levels of accuracy and attention to detail. They should also be able to work well within in a team and be able to use their own initiative.
Main duties of the job
To have knowledge of all of the Scanning Bureau processes and activities:
- Case note tracking using the local Patient Administration System PAS)
- Indexing and cover note generation from the Electronic Document Record Management System (EDRMS)
- Preparation of case notes and all relevant paperwork for scanning
- Scanner operation and maintenance of the scanners
- Quality assurance process using the dedicated quality control software
- Storage of scanned notes
- To ensure all scanned documents are processed to the standard required to meet the BS10008 Standard
- Case note destruction
- Active Record processes for inpatient episodes and outpatient clinics
- Clinic Folder processes for outpatient clinics
- Actively participate in the BS10008 Annual Assessments
- Meet the daily Scanning Bureau key performance indicators (KPI’s)and Service Level Agreements (SLA’s)
Working for our organisation
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
Where is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Detailed job description and main responsibilities
Deal with all enquiries and requests in an efficient and timely manner
To have knowledge of all scanning bureau processes to the required level of output, accuracy and quality standard
Undertake all scanning bureau activities and processes as required:
Indexing: to use the PAS and paper case notes to generate the relevant cover sheets needed to scan the paper record accurately into the EDRMs
Preparation: to prepare the paper case note for scanning:
· Remove all staples
· Separate booklets
· Ensure all relevant documents are grouped together and in the relevant order
· Ensure the correct cover sheets are generated and inserted into the correct place within the paper batch
· Ensure that the relevant separator sheets are inserted in the correct place within the paper batch
Scanning: to scan the paper record, ensuring that all pages are scanned to the correct standard, rotation and quality to meet the BS10008 standard
Quality Check: to ensure that all documents have been scanned and indexed correctly using the dedicated quality control software and are to the quality to meet the BS10008 standard
Final Ingestion QC: to ensure that all documents have been ingested into the e-record system correctly
Active Records: To ensure that all active records and temporary records are processed in line with the Scanning Bureau processes and KPI’s
Clinic Folders: To ensure that all outpatient clinic folders are processed in line with the Scanning Bureau processes and KPI’s
To ensure that all active records are processed and merged when complete on the PAS
To fully understand the storage and destruction process for scanned records
To ensure that all case notes including active records and temporary records are tracked to the current location at all times on the PAS
Scan new referrals (Choose and Book) received by the trust into the EDRMS
Quality check new referrals scanned by the Patient Access Team and report any issues to the Scanning Bureau Team Leaders or Manager
Monitor the generic Scanning Bureau e-mail inbox and process all requests
Process requests from external companies / other NHS trusts for copies of patient case notes for patients with a full electronic healthcare record
Prep and scan all casualty cards daily into the EDRMS
Regularly undertake necessary maintenance for the scanners Prep and scan all paperwork generated that relates to patients with a full electronic patient healthcare record
Actively locate paper patient healthcare records and receive into the bureau ready for prepping
Be service focused and promote the EDRMs and to participate in the open days held to promote the Scanning Bureau and the EDRMs
To provide guidance and support to users of the EDRMs
To monitor all scanning bureau workflow queues and deal with all the requests and issues promptly
Actively participate in the BS10008 certification days
Manage all paper documents that stay live for part of a patient’s episode of care and ensure that they are available for each patient attendance when required
Manage all documents that are not suitable for scanning and ensure that they are available when required
Demonstrate excellent interpersonal skills and have a positive and energetic approach to work
Demonstrate openness to new ways of working and actively seek to improve processes
Demonstrate high levels of accuracy and attention to detail
To ensure any operational issues are reported promptly to the Scanning Bureau Manager / Team Leaders
Participation and adherence to scanning bureau work schedules to ensure that SLAs and KPIs are achieved consistently
Collect and complete audit data as required by the Scanning Bureau Manager
To support and mentor all new colleagues and help with training as required by the Scanning Bureau Manager and Scanning Bureau Team Leaders
To attend monthly team meetings
To attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leaders and as required by the Company
Person specification
Qualifications
Essential criteria
- Good general education
- NVQII or equivalent experience
Desirable criteria
- Knowledge of scanning
- Knowledge of an EDRM system
- Knowledge of the local patient administration system
Experience
Desirable criteria
- Scanning Bureau experience
- Previous NHS experience
Skills
Essential criteria
- Articulate: able to communicate clearly
- Able to use initiative
- Able to prioritise tasks
- Demonstrate an understanding of patient confidentiality
Desirable criteria
- Experience of Microsoft Excel and Word
Personal Qualities
Essential criteria
- Prioritisation and organisation of work and ability to meet deadlines
- Accuracy – an eye for detail
- Able to work both independently and as an enthusiastic team member
- Understand own limitations
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Punctuality
- Reliability
- Willing to follow procedures and instructions
- Ability to interact with colleagues courteously
Desirable criteria
- Able to implement new ideas to benefit patients, staff and the working environment
Documents to download
Further details / informal visits contact
- Name
- Karen Kirk
- Job title
- Scanning Bureau Manager
- Email address
- [email protected]
- Telephone number
- 07342071902
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