Scanning Bureau Clerk

Job overview

For your information sponsorship for this role is not available.

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 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)

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 Trust