Scanning Medical Records Clerk
Job Type : Temporary, Full Time
Salary : £10.69/hour
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
Please note due to the location, candidates must drive and have their own vehicle or live locally
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
The successful candidate will need to be available to work at least one evening a week, this evening shift would be 9.30am-6.00pm and could be up to 8pm at times. The candidate will need to be available to work up to two evening shifts per week.
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.
* Candidates will need to take one hour for lunch (unpaid); our client does provide 2 x 15 minute breaks (one morning and one afternoon or evening, depending on the hours worked) which are paid
* Candidates must be available to work hours from 8.30am and up to 8pm
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 within the 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
* Comply with the Trust’s Confidentiality Code of Conduct Policy and Guidance and apply this to all transactions and communications
* To comply with the department’s Health and Safety policy and apply this to all duties
* 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
* You will join a friendly and professional team, initially on a temporary basis for up to 4 weeks; this will be extended for the right candidate
* The wearing of face masks is mandatory whilst moving around the building; this has been relaxed whilst staff are sitting at desks.
* Predominately the culling of case notes which involves identifying documents for disposal against a set of criteria. This task requires great attention to detail; this is mainly a sedentary role so candidates will be required to be seated at a desk for much of the day.
Do you have experience culling, scanning and indexing documents?
Do you have a strong attention to detail to scan and cull medical records?
Are you available to work Monday to Friday 8.30am to 8pm?
Do you have access to transport or live locally to Bowthorpe, Norwich?
Are you able to commit to an ongoing temporary role?
More Information
- Address Bowthorpe, Norfolk
