South Warwickshire University NHS Foundation Trust

Scanning Bureau Clerk

Information:

This job is now closed

Job summary

Scanning Bureau Clerk - Band 2

Available for Full Time

Shift pattern: Various hours between 7.00am - 6.00pm Monday - Friday

Working as part of a friendly, professional team, you will ideally have knowledge of working within a Scanning Bureau environment and be able to deal with constantly changing demands. Excellent communication and interpersonal skills, combined with the ability to use your own initiative and ability to prioritise work appropriately.

Contact details: Karen Kirk, Scanning Bureau Manager, ext. 4946 or 07342071902

Main duties of the job

To have knowledge of all of the Scanning Bureau processes and activities:

Case note tracking using the local Patient Administration System.

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 activity deadlines.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Details

Date posted

15 January 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

203-SS749

Job locations

Scanning Bureau

Warwick

CV34 5BW


Job description

Job 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 local patient administration system 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 patients with full case notes on the EDRMs have a set of active records issued for each attendance at SWFT, where required generate address labels and provide any relevant documentation from the EDRMS.

Clinic Folders: To ensure that all outpatient clinics requiring clinic folders have them.

To ensure that all active records are processed and merged when complete on the local patient administration system.

To fully understand the storage and destruction process for scanned records.

To ensure that all case notes including active records are tracked to the current location at all times.

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 Leader 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 patients 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 Leader.

Participation and adherence to scanning bureau work schedules to ensure that SLAs 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 Leader.

To attend monthly team meetings.

To attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leader and as required by the Trust.

Job description

Job 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 local patient administration system 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 patients with full case notes on the EDRMs have a set of active records issued for each attendance at SWFT, where required generate address labels and provide any relevant documentation from the EDRMS.

Clinic Folders: To ensure that all outpatient clinics requiring clinic folders have them.

To ensure that all active records are processed and merged when complete on the local patient administration system.

To fully understand the storage and destruction process for scanned records.

To ensure that all case notes including active records are tracked to the current location at all times.

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 Leader 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 patients 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 Leader.

Participation and adherence to scanning bureau work schedules to ensure that SLAs 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 Leader.

To attend monthly team meetings.

To attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leader and as required by the Trust.

Person Specification

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

Experience

Desirable

  • Scanning Bureau experience
  • Previous NHS experience

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

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
Person Specification

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

Experience

Desirable

  • Scanning Bureau experience
  • Previous NHS experience

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

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

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Scanning Bureau

Warwick

CV34 5BW


Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Scanning Bureau

Warwick

CV34 5BW


Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Scanning Bureau Manager

Karen Kirk

Karen.Kirk@swft.nhs.uk

07342071902

Details

Date posted

15 January 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

203-SS749

Job locations

Scanning Bureau

Warwick

CV34 5BW


Supporting documents

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