Digital Health Records & Scanning Service Clerk

Job overview

An opportunity has arisen for a Digital Health Records Scanning Service Clerk to join the MMDA Informatics Service, working within the Digital Health Records Scanning Service, which is currently based at Jubilee Court, St Helens.

The post will form part of the Digital Health Records Scanning Service team which is responsible for providing an efficient, timely and responsive health record provision service to the Trust/GP Practices to support a high standard of clinical care to the patients.

Interview Date - To Be Confirmed

Main duties of the job

• To provide an efficient service within the Medical Records department, always maintaining a high level of accuracy and confidentiality.
• The post holder will work across the Medical Records department. The post holder will be responsible for creating and preparing paper light folders for outpatient clinics.
• The post holder will also be required to prepare and scan patient information into the trusts EDMS system.
• The post holder will also be required to cover the medical records reception desk dealing with requests.

Detailed job description and main responsibilities

The post holder will be responsible for:

• Ensuring that all patients attending clinic have a paper light folder following the appropriate work instruction using the trust EDMS systems (Medway and Evolve).
• Ensuring that all new patients have Referral Letters available and escalating any missing following the appropriate work instructions.
• Ensuring the booking of translators for new patients is escalated to supervisors following the appropriate work instructions.
• The collection of paper light folders at the end of clinic and communicate with the scanning bureau team following the appropriate work instructions.
• The post holder will also be required to prepare paper casenotes for scanning following the appropriate work instructions.
• Weeding and archiving of health records. Understanding of the Medical Records retention policy in accordance with DSS guidelines and Trust policy, checking last attendances within case-notes, retrieve those that fit the policy and archive following the appropriate work instruction.
• Respond to routine requests from staff and a customer for information, ensuring data protection is being adhered to.
• Ensure that paper light records are delivered timely to wards and clinics.
• Provide a courteous and efficient telephone service to patients and staff ensuring a timely response to telephone enquiries, escalating when necessary.
• Accurate recording of information.
• Dealing with patient enquires, liaison with wards, departments, GP’s and other hospitals in relation to admissions and appointments.
• Identify the types of documents to be scanned. Prepare records for scanning by removing any staples, paper clips and fasteners and putting into correct document type order. Following the appropriate work instruction.
• Accurately indexing patient details into EDMS.
• Activates scanner, performing tests to determine exposure adjustments to produce positive images for viewing.
• Quality check scanned documents against original paper.
• Assist with general administrative tasks including filing, photocopying, opening and sorting of incoming mail and processing in accordance with departmental procedures.
• Training of staff within the boundaries of own skills and knowledge.
• Take personal responsibility for the quality of work undertaken and to contribute towards service improvements.
• Follow the approved Standard Operating Procedures used in the Department. (Work instructions).
• Use and maintain resources efficiently and effectively