Scanning Administrator

Job summary

We are seeking a detail-oriented and organised individual to join our team, responsible for maintaining accurate and secure patient records. This role involves scanning and uploading clinical documents into electronic systems in line with established protocols, ensuring patient identifiable information is verified. You will manage filing systems, retrieve and re-file records, and maintain the integrity of patient documentation.

Key responsibilities include:

• Scanning and processing clinical correspondence, reports, and insurance documents according to practice pathways.
• Supporting the coding team with summarising tasks and assisting with data provision for practice development plans.
• Reviewing letters for quarantining and ensuring compliance with EMIS protocols.
• Maintaining filing in strict alphabetical order and ensuring records remain neat, tidy, and up to date.
• Participating in primary healthcare team meetings and adhering to practice policies on risk management, health and safety.
• Committing to ongoing training and professional development.

This position requires accuracy, confidentiality, and a proactive approach to supporting the smooth operation of patient record management within the practice.

Main duties of the job

Scan relevant clinical information onto patient electronic records and send to correct group as per scanning pathway ensuring all patient identifiable information is checked before document is scanned.

Ensure filing is kept up to date and filed in alphabetical order

To scan reports for any insurance reports as required and support the coding team in the summarising process.

Review all letters and review those to be quarantined. Check quarantined batch against EMIS records and action per protocol

To participate in primary healthcare team meetings

To provide data, as requested, for practice development plans and report

To be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk

To be aware of issues related to own development and be committed to participating in training and education

Ensure letters are scanned as per the pathway

Ensure two forms of patient identifiable information is used when scanning i.e. NHS number and date of birth

Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results etc, are entered / scanned onto the computer database as per protocol and are filed in the correct record

Ensure records are kept neat and tidy and in good repair with all the necessary information recorded correctly on the Lloyd George card if appropriate

About us

Brownlow prides itself in being an exceptional employer. We have a dedicated staff wellbeing team and offer numerous staff benefits and incentives including protected study leave with financial allowance. You will receive a 6-month mentorship/induction package.

Brownlow is an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these.

Extended access will form part of your contracted hours.

If you are successful at interview and are registered with any of the Brownlow , you are required to change practices and this will be a stipulate of employment.