# Scanning Bureau Clerk > NHS job listing from Job Clerk for SWFT Clinical Services Limited. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/scanning-bureau-clerk/1aa3f61e-faa6-40c5-a0c7-a45a3963e442 - **Markdown:** https://www.jobclerk.com/job/scanning-bureau-clerk/1aa3f61e-faa6-40c5-a0c7-a45a3963e442.md ## Summary - **Status:** Live - **Employer:** SWFT Clinical Services Limited - **Location:** Warwick Hospital - **Workplace type:** onsite - **Profession:** Administrative and IT - **Salary:** £25989.13 - **Contract type:** 12 months (Fixed Term) - **Employment type:** Full time - 37.5 hours per week (Hours to be worked Monday - Friday between the hours of 9.00am and 5.00pm) - **Closing date:** 2026-09-01T23:59:00.000Z - **Posted:** 2026-08-20T13:58:47.967Z - **Source information URL:** https://www.healthjobsuk.com/job/-v8232919 - **Application URL:** https://apps.trac.jobs/job-advert/8232919?ShowJobAdvert=&feedid=9002 - **Employer website:** https://swftclinicalservices.co.uk/ ## Job Content ### 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 ## Person Specification ### Skills **Essential** - Articulate: able to communicate clearly - Able to use initiative - Able to prioritise tasks - Demonstrate an understanding of patient confidentiality **Desirable** - Experience of Microsoft Excel and Word ### Experience **Desirable** - Scanning Bureau experience - Previous NHS experience ### Qualifications **Essential** - Good general education - NVQII or equivalent experience **Desirable** - Knowledge of scanning - Knowledge of an EDRM system - Knowledge of the local patient administration system ### Personal Qualities **Essential** - 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** - Able to implement new ideas to benefit patients, staff and the working environment ## Documents - [job description (pdf, 329.0kb)](https://www.healthjobsuk.com/documents?vdoc=10556062) - [person specification (pdf, 360.6kb)](https://www.healthjobsuk.com/documents?vdoc=10543024) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.