Digital Health Records Scanning Clerk

Leeds Teaching Hospitals NHS Trust; Sefton; On-site; GBP 24,000 - 28,000; Full time

Job summary

A leading NHS Trust is seeking a Digital Health Records Scanning Service Clerk to provide an efficient health record service. This permanent position involves the timely management of health records, scanning, and quality assurance to support high standards of clinical care. Candidates should have GCSE level education and experience working within the NHS.

Qualifications

• Experience of working within the NHS.
• Ability to work flexibly and manage time effectively.
• Demonstrates high quality work under pressure.

Responsibilities

• Provide health records in a responsive manner.
• Maintain filing areas and adhere to health and safety procedures.
• Scan and quality assure health records following procedures.

Skills

Communication

Teamwork

Initiative

Education

GCSE Level or equivalent

Job description

Job Summary

An opportunity has arisen for a Digital Health Records Scanning Service Clerk to join the MMDA Informatics Service, working within the Digital Health Records Scanning Service based at Southport 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 in order to support a high standard of clinical care to the patients.

Main duties of the job

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Maintain filing areas, ensuring health and safety procedures are adhered to.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trust's PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

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 Lancs, 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
  
  

Details

Date posted

06 June 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

409-7002776

Job locations

Southport District General Hospital

Town Lane Kew

Southport

PR8 6PN

Job Description

Job responsibilities

Retrieving health records from Central Library, departments and other Hospitals, for clinic preparation purposes, emergency admissions, and to meet requests from other departments.

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Maintain filing areas, ensuring health and safety procedures are adhered to.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trusts PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

Job Description

Job responsibilities

Retrieving health records from Central Library, departments and other Hospitals, for clinic preparation purposes, emergency admissions, and to meet requests from other departments.

Provide health records in a responsive and timely manner to departments throughout the Trust and to other hospitals as required.

File health records correctly in accordance with Health Records operational procedures.

Maintain filing areas, ensuring health and safety procedures are adhered to.

Prepare documents within each health record in readiness for electronic scanning following operational procedure.

Prepare documents within each Lloyd George record in readiness for electronic scanning following operational procedure.

Produce barcode sheets for each health record/Lloyd George record to be electronically scanned.

Clean, test and calibrate scanners before use each day.

Scan health records/Lloyd George records following departmental procedures

Quality assure health records/Lloyd George records following departmental procedures

Destroy the contents of Lloyd George records following departmental procedures

Print previously scanned health records

Access and update information using the Trusts PAS system.

Ensure all health records/Lloyd George records are tracked using the relevant system

Prepare health records for Out Patient Clinics ensuring procedure for preparing health record is followed.

Deal appropriately with all enquiries and requests, via fax, telephone and e-mail and escalate as necessary.

Person Specification

Qualifications

Essential

• Educated to GCSE Level / or equivalent
  
  

Desirable

• Data protection, Caldicott and other Information Governance training
  
  

Knowledge & Experience

Essential

• Experience of working within the NHS
• Experience of working under pressure and producing high quality work to tight deadlines.
  
  

Desirable

• Experience of working within an Acute NHS Trust / Use of Acute Patient Administration Systems
  
  

Skills

Essential

• Demonstrates ability to work on own initiative and supporting new ways of working
• Demonstrates ability to work as part of a team.
  
  

Desirable

• Demonstrates ability of using fluent verbal and written communication skills to deal with a variety of contacts.
• Demonstrates ability to use computer-based systems for completing work
  
  

Other

Essential

• Ability to work flexibly
  
  

Person Specification

Essential

• Ability to work flexibly
  
  

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.

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Southport District General Hospital

Town Lane Kew

Southport

PR8 6PN

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Southport District General Hospital

Town Lane Kew

Southport

PR8 6PN

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)