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Job Description
- Req#: B0374-25-0043?language=en&page=606&sort=publicationDateDesc
- Case note tracking using the local Patient Administration System PAS)
- 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 key performance indicators (KPI's)and Service Level Agreements (SLA's)
- Good general education
- NVQII or equivalent experience
- Knowledge of scanning
- Knowledge of an EDRM system
- Knowledge of the local patient administration system
- Scanning Bureau experience
- Previous NHS experience
- Articulate: able to communicate clearly
- Able to use initiative
- Able to prioritise tasks
- Demonstrate an understanding of patient confidentiality
- Experience of Microsoft Excel and Word
- Prioritisation and organisation of work and ability to meet deadlines
- Accuracy - an eye for detail
- Able to work both independently and as an enthusiastic team member
- Understand own limitations
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Punctuality
- Reliability
- Willing to follow procedures and instructions
- Ability to interact with colleagues courteously
- Able to implement new ideas to benefit patients, staff and the working environment
- Good general education
- NVQII or equivalent experience
- Knowledge of scanning
- Knowledge of an EDRM system
- Knowledge of the local patient administration system
- Scanning Bureau experience
- Previous NHS experience
- Articulate: able to communicate clearly
- Able to use initiative
- Able to prioritise tasks
- Demonstrate an understanding of patient confidentiality
- Experience of Microsoft Excel and Word
- Prioritisation and organisation of work and ability to meet deadlines
- Accuracy - an eye for detail
- Able to work both independently and as an enthusiastic team member
- Understand own limitations
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Punctuality
- Reliability
- Willing to follow procedures and instructions
- Ability to interact with colleagues courteously
- Able to implement new ideas to benefit patients, staff and the working environment
Job summary
We are looking for enthusiastic individuals to join our Scanning Bureau Team to support the preparation and scanning of paper patient records into the e-record system.
The suitable candidates will need to demonstrate high levels of accuracy and attention to detail. They should also be able to work well within in a team and be able to use their own initiative.
Main duties of the job
To have knowledge of all the Scanning Bureau processes and activities:
About us
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Details
Date posted
02 July 2025
Pay scheme
Other
Salary
£24,168 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
203-SWFTCS160
Job locations
Warwick Hospital
Lakin Road
Warwick
CV34 5BW
Job descriptionJob description
Job responsibilities
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 active records and temporary records are processed in line with the Scanning Bureau processes and KPIs
Clinic Folders: To ensure that all outpatient clinic folders are processed in line with the Scanning Bureau processes and KPIs
To ensure that all active records are processed and merged when complete on the PAS
To fully understand the storage and destruction process for scanned records
To ensure that all case notes including active records and temporary records are tracked to the current location at all times on the PAS
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 Leaders or Manager
Monitor the generic Scanning Bureau e-mail inbox and process all requests
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 participate in the open days held to promote the Scanning Bureau and the EDRMs
To provide guidance and support to users of the EDRMs
To monitor all scanning bureau workflow queues and deal with all the requests and issues promptly
Actively participate in the BS10008 certification days
Manage all paper documents that stay live for part of a patients episode of care and ensure that they are available for each patient attendance when required
Manage all documents that are not suitable for scanning and ensure that they are available when required
Demonstrate excellent interpersonal skills and have a positive and energetic approach to work
Demonstrate openness to new ways of working and actively seek to improve processes
Demonstrate high levels of accuracy and attention to detail
To ensure any operational issues are reported promptly to the Scanning Bureau Manager / Team Leaders
Participation and adherence to scanning bureau work schedules to ensure that SLAs and KPIs are achieved consistently
Collect and complete audit data as required by the Scanning Bureau Manager
To support and mentor all new colleagues and help with training as required by the Scanning Bureau Manager and Scanning Bureau Team Leaders
To attend monthly team meetings
To attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leaders and as required by the Trust
Job responsibilities
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 active records and temporary records are processed in line with the Scanning Bureau processes and KPIs
Clinic Folders: To ensure that all outpatient clinic folders are processed in line with the Scanning Bureau processes and KPIs
To ensure that all active records are processed and merged when complete on the PAS
To fully understand the storage and destruction process for scanned records
To ensure that all case notes including active records and temporary records are tracked to the current location at all times on the PAS
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 Leaders or Manager
Monitor the generic Scanning Bureau e-mail inbox and process all requests
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 participate in the open days held to promote the Scanning Bureau and the EDRMs
To provide guidance and support to users of the EDRMs
To monitor all scanning bureau workflow queues and deal with all the requests and issues promptly
Actively participate in the BS10008 certification days
Manage all paper documents that stay live for part of a patients episode of care and ensure that they are available for each patient attendance when required
Manage all documents that are not suitable for scanning and ensure that they are available when required
Demonstrate excellent interpersonal skills and have a positive and energetic approach to work
Demonstrate openness to new ways of working and actively seek to improve processes
Demonstrate high levels of accuracy and attention to detail
To ensure any operational issues are reported promptly to the Scanning Bureau Manager / Team Leaders
Participation and adherence to scanning bureau work schedules to ensure that SLAs and KPIs are achieved consistently
Collect and complete audit data as required by the Scanning Bureau Manager
To support and mentor all new colleagues and help with training as required by the Scanning Bureau Manager and Scanning Bureau Team Leaders
To attend monthly team meetings
To attend all relevant training as directed by the Scanning Bureau Manager, Scanning Bureau Team Leaders and as required by the Trust
Person SpecificationPerson Specification
Qualifications
Essential
Desirable
Experience
Desirable
Skills
Essential
Desirable
Personal Qualities
Essential
Desirable
Qualifications
Essential
Desirable
Experience
Desirable
Skills
Essential
Desirable
Personal Qualities
Essential
Desirable
Additional informationDisclosure 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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
SWFT Clinical Services Ltd
Address
Warwick Hospital
Lakin Road
Warwick
CV34 5BW
Employer's website
https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)
Employer details
Employer name
SWFT Clinical Services Ltd
Address
Warwick Hospital
Lakin Road
Warwick
CV34 5BW
Employer's website
https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.
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