Scanning Bureau Clerk

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

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.

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.

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.

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 par