Scanning Administrator

Brownlow Group Practice

Information:

This job is now closed

Job summary

Scanning administrator performing daily tasks as part of a team to support central admin work in conjunction with the coding team

Main duties of the job

Scanning documents and following pathways of diversion. Scan relevant clinical information onto patient electronic records and send to correct group as per scanning pathway ensuring all patient identifiable information is checked before document is scanned.

About us

Brownlow prides itself in being an exceptional employer. We have a dedicated staff wellbeing team and offer numerous staff benefits and incentives including protected study leave with financial allowance and enhanced annual leave for 100% attendance. You will receive a 6-month mentorship/induction package and following this will have the option for some home working should you wish to if appropriate for your role.

Brownlow is an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these. 

Extended access will form part of your contracted hours.

Date posted

25 May 2022

Pay scheme

Other

Salary

£18,545 to £19,917 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

A1812-22-1868

Job locations

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF


Job description

Job responsibilities

  1. Scanning Administrator Duties
  • Ensure filing is kept up to date and filed in alphabetical order
  • To scan reports for any insurance reports as required and support the coding team in the summarising process.
  • Review all letters and review those to be quarantined. Check quarantined batch against Emis records and action per protocol.
  • Nhs.net- Upload any documents or text to the patient’s record (where possible) and forward any queries to the relevant department i.e. GP, insurance, prescribing team, pharmacy via a task.
  • To check the Nhs.net twice daily and action appropriately directing to the correct recipient.
  • The number of emails in the net to be recorded in the copy of incoming letters spreadsheet along with the name of the person in the net that day.
  • Follow protocols for Nhs.net for safeguarding, coroners letters, suspicious character alerts and continuance of specialised list
  • Work as part of the coding team to deliver on tasks
  • Work as a team in rotation of Scanning and Nhs.net
  1. Practice development and clinical governance:
  • To participate in primary healthcare team meetings
  • To provide data, as requested, for practice development plans and report
  • To be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk
  • To be aware of issues related to own development and be committed to participate in training and education

3. Scanning:

Ensure letters are scanned as per the pathway

Ensure two forms of patient identifiable information is used when scanning i.e NHS number and date of birth

4. Management of Medical Records:

Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results etc, are entered / scanned onto the computer database as per protocol and are filed in the correct record

Ensure records are kept neat and tidy and in good repair with all the necessary information recorded correctly on the Lloyd George card if appropriate

5. Operation of the Computer:

Ensure total familiarity with the database system including the ability to scan documents correctly

Comply with all systems for data security and protection

  1. Health and Safety Responsibilities:
  • Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work
  • No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare
  1. Confidentiality:
  • All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Special requirements of the post:

1. An understanding, acceptance and adherence to the need for strict confidentiality and to comply with data protection act and Caldicott.

2. An ability to use own judgement, resources, common sense and local knowledge to respond to patients’ enquiries and requests.

3. Excellent communications skills.

4. Organisational skills.

5. Flexibility.

6. Excellent Computer skills.

7. Ability to work as part of a team.

Ability to work on own initiative.

Although not required by law we strongly recommend that all staff have received all Covid vaccinations.

Other job locations:

Bentley Road Liverpool L8 0SY

Peach Street Liverpool L69 7ZL

26 Argyle Street Liverpool L1 5DL

155 Edge Lane Edge Hill Liverpool L7 2PF

2 Vauxhall Road Liverpool L3 2BG

Job description

Job responsibilities

  1. Scanning Administrator Duties
  • Ensure filing is kept up to date and filed in alphabetical order
  • To scan reports for any insurance reports as required and support the coding team in the summarising process.
  • Review all letters and review those to be quarantined. Check quarantined batch against Emis records and action per protocol.
  • Nhs.net- Upload any documents or text to the patient’s record (where possible) and forward any queries to the relevant department i.e. GP, insurance, prescribing team, pharmacy via a task.
  • To check the Nhs.net twice daily and action appropriately directing to the correct recipient.
  • The number of emails in the net to be recorded in the copy of incoming letters spreadsheet along with the name of the person in the net that day.
  • Follow protocols for Nhs.net for safeguarding, coroners letters, suspicious character alerts and continuance of specialised list
  • Work as part of the coding team to deliver on tasks
  • Work as a team in rotation of Scanning and Nhs.net
  1. Practice development and clinical governance:
  • To participate in primary healthcare team meetings
  • To provide data, as requested, for practice development plans and report
  • To be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk
  • To be aware of issues related to own development and be committed to participate in training and education

3. Scanning:

Ensure letters are scanned as per the pathway

Ensure two forms of patient identifiable information is used when scanning i.e NHS number and date of birth

4. Management of Medical Records:

Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results etc, are entered / scanned onto the computer database as per protocol and are filed in the correct record

Ensure records are kept neat and tidy and in good repair with all the necessary information recorded correctly on the Lloyd George card if appropriate

5. Operation of the Computer:

Ensure total familiarity with the database system including the ability to scan documents correctly

Comply with all systems for data security and protection

  1. Health and Safety Responsibilities:
  • Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work
  • No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare
  1. Confidentiality:
  • All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Special requirements of the post:

1. An understanding, acceptance and adherence to the need for strict confidentiality and to comply with data protection act and Caldicott.

2. An ability to use own judgement, resources, common sense and local knowledge to respond to patients’ enquiries and requests.

3. Excellent communications skills.

4. Organisational skills.

5. Flexibility.

6. Excellent Computer skills.

7. Ability to work as part of a team.

Ability to work on own initiative.

Although not required by law we strongly recommend that all staff have received all Covid vaccinations.

Other job locations:

Bentley Road Liverpool L8 0SY

Peach Street Liverpool L69 7ZL

26 Argyle Street Liverpool L1 5DL

155 Edge Lane Edge Hill Liverpool L7 2PF

2 Vauxhall Road Liverpool L3 2BG

Person Specification

Special Circumstances

Essential

  • Ability to work to deadlines
  • Ability to work flexibly
  • Commitment to equal opportunities

Qualifications

Desirable

  • Recognised Admin Qualification

Skills, Knowledge and abilities

Essential

  • Ability to work on own initiative
  • Ability to work with colleagues in a large team
  • In a non-judgemental manner
  • Ability to communicate effectively with colleagues and outside
  • Agencies
  • In-depth knowledge of the daily running of a busy GP office environment

Experience

Essential

  • Recent experience in GP environment and knowledge of procedures within a GP setting
  • Experience of scanning
  • Experience of working in a team
Person Specification

Special Circumstances

Essential

  • Ability to work to deadlines
  • Ability to work flexibly
  • Commitment to equal opportunities

Qualifications

Desirable

  • Recognised Admin Qualification

Skills, Knowledge and abilities

Essential

  • Ability to work on own initiative
  • Ability to work with colleagues in a large team
  • In a non-judgemental manner
  • Ability to communicate effectively with colleagues and outside
  • Agencies
  • In-depth knowledge of the daily running of a busy GP office environment

Experience

Essential

  • Recent experience in GP environment and knowledge of procedures within a GP setting
  • Experience of scanning
  • Experience of working in a team

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF


Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF


Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)

For questions about the job, contact:

Date posted

25 May 2022

Pay scheme

Other

Salary

£18,545 to £19,917 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

A1812-22-1868

Job locations

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF


Supporting documents