Digital Health Records Scanning Clerk

Mersey and West Lancashire Teaching Hospitals NHS Trust

This job is now closed

Job summary

An opportunity has arisen for a Digital Health Records Scanning Service Clerk to join the MMDA Informatics Service, working within the Digital Health Records Scanning Service which is currently based at Jubilee Court, St Helens.

The post will form part of the Digital Health Records Scanning Service team which is responsible for providing an efficient, timely and responsive health record provision service to the Trust/GP Practices in order to support a high standard of clinical care to the patients.

For an informal discussion regarding the vacancy please contact:

Andrew Platt - Digital Health Records Scanning Service Manager

01744 647005

Main duties of the job

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trust's PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Our Services

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancs, Cheshire, Isle of Man and North Wales.

Achievements

o Rated Outstanding by CQC Inspection August 2018

o Top 100 places to work in the NHS (NHS Employers & Health Service Journal)

o National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

Date posted

26 February 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year Per Annum, Pro Rata

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time

Reference number

409-6999566

Job locations

Jubilee Court

Waterside

St Helens

WA10 3TT

Job description

Job responsibilities

Retrieving health records from Central Library, departments and other Hospitals, for clinic preparation purposes, emergency admissions, and to meet requests from other departments.

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Maintain filing areas, ensuring health and safety procedures are adhered to.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trusts PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

Job description

Job responsibilities

Retrieving health records from Central Library, departments and other Hospitals, for clinic preparation purposes, emergency admissions, and to meet requests from other departments.

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Maintain filing areas, ensuring health and safety procedures are adhered to.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trusts PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

Person Specification

Qualifications

Essential

Educated to GCSE Level / or equivalent

Desirable

Data protection, Caldicott and other Information Governance training

Knowledge & Experience

Essential

Experience of working within the NHS
Experience of working under pressure and producing high quality work to tight deadlines.

Desirable

Experience of working within an Acute NHS Trust / Use of Acute Patient Administration Systems

Skills

Essential

Demonstrates ability to work on own initiative and supporting new ways of working.
Demonstrates ability to work as part of a team.

Desirable

Demonstrates ability of using fluent verbal and written communication skills to deal with a variety of contacts.
Demonstrates ability to use computer-based systems for completing work

Other

Essential

Ability to work flexibly.

Person Specification

Qualifications

Essential

Educated to GCSE Level / or equivalent

Desirable

Data protection, Caldicott and other Information Governance training

Knowledge & Experience

Essential

Experience of working within the NHS
Experience of working under pressure and producing high quality work to tight deadlines.

Desirable

Experience of working within an Acute NHS Trust / Use of Acute Patient Administration Systems

Skills

Essential

Demonstrates ability to work on own initiative and supporting new ways of working.
Demonstrates ability to work as part of a team.

Desirable

Demonstrates ability of using fluent verbal and written communication skills to deal with a variety of contacts.
Demonstrates ability to use computer-based systems for completing work

Other

Essential

Ability to work flexibly.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.