Health Records Scanning Co-Ordinator

Job summary

A Health Records Scanning Co-ordinator plays a vital role in ensuring paper-based patient information is accurately prepared, quality-checked, and digitised for use in the Trust's electronic record system. Working within the Health Records service, they check clinical notes for completeness, prepare day-forward folders, carry out detailed data-quality checks, and ensure documents are correctly indexed for scanning. The role requires coordinating daily workloads, supporting Clinic Clerks and administrative teams, maintaining effective communication with clinical areas, and providing high-quality customer service when handling enquiries or issues. Scanning Co-ordinators also assist with incident reporting, uphold Trust values, and ensure consistent, safe management of sensitive patient information across multiple sites.

Main duties of the job

A Health Records Scanning Co-ordinator is responsible for preparing paper-based patient records for digitisation by checking notes for completeness, compiling day-forward folders, and ensuring all documents are suitable for scanning. They carry out detailed data-quality checks, correctly index scanned material, and maintain destruction logs to ensure information governance standards are met.

The role also involves supporting Clinic Clerks and administrative teams, prioritising and coordinating daily workloads, providing cover during staff absences, handling enquiries and complaints with a high level of customer service, completing Datix reports when required, and maintaining effective communication with nursing staff, ward clerks, medical secretaries, and other clinical areas across multiple sites.

About us

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at:

o Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK

o St Mark's Hospital: an internationally renowned specialist centre for bowel disease

o Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice

o Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.