SWFT Clinical Services Ltd rpMvD1ao
The role involves participating in various activities such as indexing case notes, quality checking scanned documents, processing outpatient clinic folders, and managing requests from external entities for patient records. The ideal candidates will exhibit excellent interpersonal skills, embrace new working methods, and be proactive in improving processes. They will also support and mentor new colleagues, attend training sessions, and participate in team meetings to maintain achievement of key performance indicators and service level agreements.
Working:
Monday - Thursday: 10.00 - 6.00
Friday: 9.00 - 5.00
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.
To have knowledge of all of the Scanning Bureau processes and activities:
- 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 BS100Standard
- Case note destruction
- Active Record processes for inpatient episodes and outpatient clinics
- Clinic Folder processes for outpatient clinics
- Actively participate in the BS100Annual Assessments
- Meet the daily Scanning Bureau key performance indicators (KPI's)and Service Level Agreements (SLA's)
About us
Deal with all enquiries and requests in an efficient and timely manner
To have knowledge of all scanning bureau processes to the required level of output, accuracy and quality standard
Undertake all scanning bureau activities and processes as required:
Indexing: to use the PAS and paper case notes to generate the relevant cover sheets needed to scan the paper record accurately into the EDRMs
Preparation: to prepare the paper case note for scanning:
Remove all staples
Separate booklets
Ensure all relevant documents are grouped together and in the relevant order
Ensure the correct cover sheets are generated and inserted into the correct place within the paper batch
Ensure that the relevant separator sheets are inserted in the correct place within the paper batch
Scanning: to scan the paper record, ensuring that all pages are scanned to the correct standard, rotation and quality to meet the BS100standard
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 BS100standard
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 BS100certification 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 Company
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