Culling, Scanning and Case Note Conversion Clerk

Part Time
  • Part Time
  • Norwich

Website Your World Healthcare

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 paidCandidates 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 scanningIdentify 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 yearsCull A&E cards and other Trust records adhering to the NHS Code of Practice for Records ManagementTo cull and prepare for scanning case notes verified as dormant adhering to the Case-notes Architecture Standard Operating ProcedureScan appropriately identified dormant, deceased and archive material, ensuring all data is saved according to Trust regulationsUpdate PAS with details of all destruction, or scanning of deceased and ‘dormant live patients’ case notes and track the case notes accordinglyEnsure that all scanned material is disposed of confidentially according to Trust and Departmental procedureUndertake 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 requiredComply with the Trust’s Confidentiality Code of Conduct Policy and Guidance and apply this to all transactions and communicationsTo comply with the department’s Health and Safety policy and apply this to all dutiesUndertake any further duties as directed by the Head of Health RecordsMonitor, itemise and record volume of culling work completed and produce a monthly progress monitoring reportTo give the line manager timely notification when the confidential waste bins need replacementAsist the Case note trainer in all processes relating to creating a “working folder” (for those patients with multiple folders), and subsequently scanning the remaining documentationUpon request, to retrieve scanned data and ensure the information is transmitted securely to the requester adhering to Trust guidelinesTo 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 candidateThe 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.

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