Scanning Bureau Clerk

Responsibilities include:

• 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.
• 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 (KPIs) and Service Level Agreements (SLAs), deal with all enquiries and requests in an efficient and timely manner.
• 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: use the PAS and paper case notes to generate the relevant cover sheets needed to scan the paper record accurately into the EDRMS.
• Preparation: prepare the paper case note for scanning by removing all staples, separating booklets, ensuring all relevant documents are grouped together and in the relevant order, ensuring the correct cover sheets are generated and inserted into the correct place within the paper batch, and ensuring that the relevant separator sheets are inserted in the correct place within the paper batch.
• Scanning: scan the paper record, ensuring that all pages are scanned to the correct standard, rotation and quality to meet the BS10008 standard.
• Quality Check: 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: ensure that all documents have been ingested into the e-record system correctly.
• Active Records: ensure that all active records and temporary records are processed in line with the Scanning Bureau processes and KPIs.
• Clinic Folders: ensure that all outpatient clinic folders are processed in line with the Scanning Bureau processes and KPIs.
• Ensure that all active records are processed and merged when complete on the PAS.
• Fully understand the storage and destruction process for scanned records.
• 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 participate in the open days held to promote the Scanning Bureau and the EDRMS.
• Provide guidance and support to users of the EDRMS.
• 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.
• 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.
• Support and mentor all new colleagues and help with training as required by the Scanning Bureau Manager and Scanning Bureau Team Leaders.
• Attend monthly team meetings.
• Attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leaders and as required by the Trust.

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 a team and be able to use their own initiative.

Company 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, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.

Benefits include:

• Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded.
• 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, giving access to benefits such as a car lease scheme, Home & Electronics scheme, discounted leisure and travel, retail discounts and a cycle to work scheme.
• Access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or need extra support with their mental well-being.