THE COTTONS MEDICAL CENTRE

JOB TITLE: Scanning Clerk

**REPORTS TO: The Practice Manager (Administratively)**

**HOURS: 37.5.5 hours per week**

**Job Title**:Scanner/Coder Patient Support Team.

**Job Purpose**:
To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is coded.

To be able to locate documents as needed by the clinical and non-clinical staff

To carry out administrative related tasks as delegated by the doctors and non
- clinical staff

**Duties and Responsibilities**

Take action as directed by other team members

Follow practice protocols to ensure consistent and high quality care is provided to our patients

Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.

**2) KEY WORKING RELATIONSHIPS**

(The range of individuals and organisations the post holder has contact with, how regularly and for what purpose)

Doctors, Nurses, HCA-Daily, where relevant to documents scanning

Prescriptions Team-Daily, where relevant to documents scanning

Administration Team-Daily, where relevant to documents scanning

**3) DUTIES AND RESPONSIBILITIES OF THE POST**

**Scanning duties**

Sort and date stamp all incoming patient related mail.

Scan patient related documents onto their medical record using read codes as agreed by the clinical team

Add any additional information about the source of the document

Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

Ensure incoming letters are scanned onto the patient record within a 48/72 hour timescale

Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

**Coding**

Identify relevant clinical information contained in patient correspondence

Code or free text the clinical information on to the patient record

Deal with queries relating to coding

**4) GENERAL RESPONSIBILITIES FOR ALL STAFF**

The post holder is expected to;
adhere to practice policies and procedures and relevant legislation including the

requirements of any professional bodies.

attend mandatory training as identified by the practice

highlight potential development areas.

The post holder must maintain the confidentiality of information about patients’ staff and practice business in accordance with the Data Protection Act 1998 and Caldecott principles.

Employees must be aware of the responsibilities placed upon them under the Health Safety at work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

All staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations

Under-taken.

The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

**Job Types**: Full-time, Permanent

**Salary**: From £19,000.00 per year

**Benefits**:

- On-site parking

Schedule:

- Day shift
- Monday to Friday

COVID-19 considerations:
Follow NHS Guidelines for NHS settings

Work Location: One location

Expected start date: 03/04/2023