Document Scanning Clerk

**Post**:Document Scanning Clerk
**Responsible to**:Operations Manager and Admin Manager
**Salary**: £9.50 per hour. Paid into Bank Account on the last working day of the month
**Hours**: 20 hours over 5 working days (4 hours per day) - flexible shift pattern.
- **Flexibility is required at times of sickness and holidays as hours and duties/hours may be changed.**_

**Job purpose**

To be responsible for undertaking a wide range of document processing duties. Ensuring all incoming documents are processed in a timely and accurate manner. Being able to identify urgent documents. Working within the Admin team.

**Main responsibilities**

The following are the core responsibilities of the Document Scanning Clerk:

- Opening all incoming post from multiple channels including electronic and paper documents
- Datemarking all incoming documents
- Categorising letter type, letter date, addresses and actions
- Scanning of patient related documentation and attaching scanned documents to patients’ healthcare records
- Merging documents accurately after they are scanned onto the system when they are devised of multiple pages
- Identifying actions on clinic letters and forwarding them onto appropriate teams/clinicians
- Support the admin team in coding and processing seasonal letters for e.g., flu vaccinations

There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

**Secondary Responsibilities**

In addition to the primary responsibilities, the medical administrator may be requested to:

- Partake in audits as directed by the audit lead
- Support administrative staff, providing cover during staff absences
- Any other tasks allocated by managers
- Work closely alongside Medical Coders

**Team responsibilities**
- To monitor and maintain security during working hours in adherence with the practice protocol
- Ability to deal with difficult / stressful situations calmly and effectively
- To provide support to the practice management and staff, including general support in times of staffing difficulties.
- To be discreet and confidential about the details of your work both at work and outside of working hours
- To be punctual and responsible

As this is General Practice the role and post may change as the working environment evolves to keep up to date with future developments within the NHS, it may therefore be necessary to vary the responsibilities and hours as the future needs of the practice dictates, this will only be done after review and consultation.

You will be expected to carry out reasonable duties which may be requested from time-to-time by the Practice
Manager, Operations Manager or the doctors.

**Induction Training**

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the
Admin Manager.

**Confidentiality**
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.

They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**Health & Safety**

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified.

**Equality and Diversity**

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstance