Job summary
An exciting opportunity have arisen for Digital Health Records Scanning Services Clerks to join the team, working within Digital Health Records Scanning Services which is currently based at Southport District General Hospital
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 to support a high standard of clinical care to the patients.
Main duties of the job
- To provide an efficient service within the Medical Records department, always maintaining a high level of accuracy and confidentiality.
- The post holder will work across the Medical Records department. The post holder will be responsible for creating and preparing paper light folders for outpatient clinics.
- The post holder will also be required to prepare and scan patient information into the trusts EDMS system.
- The post holder will also be required to cover the medical records reception desk dealing with requests.
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 Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
The post holder will be responsible for:
- Ensuring that all patients attending clinic have a paper light folder following the appropriate work instruction using the trust EDMS systems (Medway and Evolve).
- Ensuring that all new patients have Referral Letters available and escalating any missing following the appropriate work instructions.
- Ensuring the booking of translators for new patients is escalated to supervisors following the appropriate work instructions.
- The collection of paper light folders at the end of clinic and communicate with the scanning bureau team following the appropriate work instructions.
- The post holder will also be required to prepare paper casenotes for scanning following the appropriate work instructions.
- Weeding and archiving of health records. Understanding of the Medical Records retention policy in accordance with DSS guidelines and Trust policy, checking last attendances within case-notes, retrieve those that fit the policy and archive following the appropriate work instruction.
- Respond to routine requests from staff and a customer for information, ensuring data protection is being adhered to.
- Ensure that paper light records are delivered timely to wards and clinics.
- Provide a courteous and efficient telephone service to patients and staff ensuring a timely response to telephone enquiries, escalating when necessary.
- Accurate recording of information.
- Dealing with patient enquires, liaison with wards, departments, GPs and other hospitals in relation to admissions and appointments.
- Identify the types of documents to be scanned. Prepare records for scanning by removing any staples, paper clips and fasteners and putting into correct document type order. Following the appropriate work instruction.
- Accurately indexing patient details into EDMS.
- Activates scanner, performing tests to determine exposure adjustments to produce positive images for viewing.
- Quality check scanned documents against original paper.
- Assist with general administrative tasks including filing, photocopying, opening and sorting of incoming mail and processing in accordance with departmental procedures.
- Training of staff within the boundaries of own skills and knowledge.
- Take personal responsibility for the quality of work undertaken and to contribute towards service improvements.
- Follow the approved Standard Operating Procedures used in the Department. (Work instructions).
- Use and maintain resources efficiently and effectively
Job description
Job responsibilities
The post holder will be responsible for:
- Ensuring that all patients attending clinic have a paper light folder following the appropriate work instruction using the trust EDMS systems (Medway and Evolve).
- Ensuring that all new patients have Referral Letters available and escalating any missing following the appropriate work instructions.
- Ensuring the booking of translators for new patients is escalated to supervisors following the appropriate work instructions.
- The collection of paper light folders at the end of clinic and communicate with the scanning bureau team following the appropriate work instructions.
- The post holder will also be required to prepare paper casenotes for scanning following the appropriate work instructions.
- Weeding and archiving of health records. Understanding of the Medical Records retention policy in accordance with DSS guidelines and Trust policy, checking last attendances within case-notes, retrieve those that fit the policy and archive following the appropriate work instruction.
- Respond to routine requests from staff and a customer for information, ensuring data protection is being adhered to.
- Ensure that paper light records are delivered timely to wards and clinics.
- Provide a courteous and efficient telephone service to patients and staff ensuring a timely response to telephone enquiries, escalating when necessary.
- Accurate recording of information.
- Dealing with patient enquires, liaison with wards, departments, GPs and other hospitals in relation to admissions and appointments.
- Identify the types of documents to be scanned. Prepare records for scanning by removing any staples, paper clips and fasteners and putting into correct document type order. Following the appropriate work instruction.
- Accurately indexing patient details into EDMS.
- Activates scanner, performing tests to determine exposure adjustments to produce positive images for viewing.
- Quality check scanned documents against original paper.
- Assist with general administrative tasks including filing, photocopying, opening and sorting of incoming mail and processing in accordance with departmental procedures.
- Training of staff within the boundaries of own skills and knowledge.
- Take personal responsibility for the quality of work undertaken and to contribute towards service improvements.
- Follow the approved Standard Operating Procedures used in the Department. (Work instructions).
- Use and maintain resources efficiently and effectively
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent experience
- European Computer Driving Licence (ECDL)
Desirable
- NVQ 2 in Customer service
Knowledge & Experience
Essential
- Data entry experience
- Good knowledge of Administrative Systems
- Previous reception experience
- Experience of dealing with customers
- Experience of dealing with complaints
Desirable
- Previous NHS experience
- Knowledge of Medway or other Patient Administrative System
Skills
Essential
- Standard keyboard skills
- Ability to move case notes as required
- Ability to use own initiative when dealing with patient's enquiries
- Good organisational skills
- Ability to prioritise own workload
- Ability to recognise and solve problems and identify when further advice is required
- Excellent interpersonal skills with ability to use tact and diplomacy.
- Detail oriented and able to meet deadlines
- Good understanding of confidentiality
- Good verbal and written communication and telephone skills
Other
Essential
- Frequent requirement to move patient case notes throughout the day
- Ability to concentrate when taking patient details at the reception desk or over the phone throughout the day
- Occasional requirement to deal with distressed patients
- Use of VDU continuously throughout the course of the shift
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent experience
- European Computer Driving Licence (ECDL)
Desirable
- NVQ 2 in Customer service
Knowledge & Experience
Essential
- Data entry experience
- Good knowledge of Administrative Systems
- Previous reception experience
- Experience of dealing with customers
- Experience of dealing with complaints
Desirable
- Previous NHS experience
- Knowledge of Medway or other Patient Administrative System
Skills
Essential
- Standard keyboard skills
- Ability to move case notes as required
- Ability to use own initiative when dealing with patient's enquiries
- Good organisational skills
- Ability to prioritise own workload
- Ability to recognise and solve problems and identify when further advice is required
- Excellent interpersonal skills with ability to use tact and diplomacy.
- Detail oriented and able to meet deadlines
- Good understanding of confidentiality
- Good verbal and written communication and telephone skills
Other
Essential
- Frequent requirement to move patient case notes throughout the day
- Ability to concentrate when taking patient details at the reception desk or over the phone throughout the day
- Occasional requirement to deal with distressed patients
- Use of VDU continuously throughout the course of the shift
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.
