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NHS Jobs; Admaston/Bromley; On-site; CAD 39,000 - 47,000; Full time

Job summary

Shrewsbury and Telford Hospital NHS Trust is hiring a Scanning Administrator to ensure all incoming and internal patient correspondence is scanned into the medical record. You will locate documents for clinical and non-clinical staff and perform delegated administrative tasks to support doctors and nurses.

The role uses EMIS and Docman for filing and requires timely scanning, confidentiality, and careful handling of patient information in line with procedures.

Responsibilities

• Sort incoming patient-related mail.
• Scan patient-related documents onto medical records using read codes as agreed by the clinical team.
• Add any additional information about the source of the document.
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information.
• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale.
• Carry out administrative tasks relating to patient records, including filing and document management.
• Scan internal paper documents onto the relevant patient record and store them in line with surgery procedures.
• Action as per agreed procedures for electronic documents into EMIS (e.g. OOH reports) and Docman (e.g. discharge reports).

Job description

JOB DESCRIPTION

Job Title:

Scanning Administrator

Reports To:

Office Manager

Job Summary:

To ensure that all incoming and internal patient correspondence is scanned onto the patients medical record. To be able to locate documents as needed by the clinical and non-clinical staff To carry out administrative related tasks as delegated by the doctors and non- clinical staff

Duties and Responsibilities

• Sort all incoming patient-related mail.
• Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
• Add any additional information about the source of the document
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
• Carry out administrative tasks relating to patient records, including filing, document management
• Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
• Action as per agreed procedures electronic documents received directly into EMIS e.g. OOH reports
• Action as per agreed procedures electronic documents received directly into Docman e.g. discharge reports

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health and Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate

Shrewsbury and Telford Hospital NHS Trust