Culling, Scanning and Case Note Conversion Clerk

Please note our client is still wearing PPE so there is a requirement to wear face masks or face shields (both of which are provided). **Culling, Scanning and Case Note Conversion Clerk** **Location**: Bowthorpe, Norwich **Parking**: Free parking onsite **Job type**: Temporary **Duration of temporary role**: This is a temporary ongoing role with no end date specified **Band**: 2 **Working days and hours**: Monday to Friday, 8.30am-5.00pm, 37.5 hrs per week, 1 hour lunch break (unpaid) which will need to be taken **Pay Rate**: Monday to Friday, hours worked between 8.30am to 8pm: £10.69 paye per hour including holiday pay **Working days and hours - Please read** - Our client **won’t consider anyone who isn’t available to work full time**. **Job Purpose**: The Culling, Scanning and Case Note Conversion Clerk provides an essential service in the Health Records Library, ensuring that the risk of further space constraints within the library is significantly reduced through a robust programme of culling and scanning.In addition, routine case note conversions are undertake to comply with standards set by the NHSLA and Information Governance. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate our clients 'PRIDE’ values of People focused, Respect,Integrity, Dedication and Excellence. **Overview of Essential Responsibilities**: - To scrutinise deceased patients’ case notes, ensuring a period of 8 years has elapsed since the date of death, the identify specific documentation for further retention (according to an approved set of criteria) and to prepare this for scanning - Identify and remove all dormant case notes from the 'live’ file which meet the criteria for scanning, using a specific report generated by PAS, and met by scrutinising the paper case note and PAS to verify that there has been no patient activity withinthe last 8 years - Cull A&E cards and other Trust records adhering to the NHS Code of Practice for Records Management - To cull and prepare for scanning case notes verified as dormant adhering to the Case-notes Architecture Standard Operating Procedure - Scan appropriately identified dormant, deceased and archive material, ensuring all data is saved according to Trust regulations - Update PAS with details of all destruction, or scanning of deceased and 'dormant live patients’ case notes and track the case notes accordingly - Ensure that all scanned material is disposed of confidentially according to Trust and Departmental procedure - Undertake the conversion of unmanageable case notes into new style folders, in line with the Case-notes Architecture Standard Operating Procedure. Additionally, to assist in the repair and general tidying of notes as required - Undertake any further duties as directed by the Head of Health Records - Monitor, itemise and record volume of culling work completed and produce a monthly progress monitoring report - To give the line manager timely notification when the confidential waste bins need replacement - Asist the Case note trainer in all processes relating to creating a "working folder" (for those patients with multiple folders), and subsequently scanning the remaining documentation - Upon request, to retrieve scanned data and ensure the information is transmitted securely to the requester adhering to Trust guidelines - To carry out routine quality checks for all scanning processes **Additional Points** - The wearing of face masks is mandatory whilst moving around the building; this has been relaxed whilst staff are sitting at desks.