Scanning Administrator

We are seeking a detail-oriented and organised individual to join our team, responsible for maintaining accurate and secure patient records. This role involves scanning and uploading clinical documents into electronic systems in line with established protocols, ensuring patient identifiable information is verified. You will manage filing systems, retrieve and re-file records, and maintain the integrity of patient documentation.

Key responsibilities include:

• Scanning and processing clinical correspondence, reports, and insurance documents according to practice pathways.
• Supporting the coding team with summarising tasks and assisting with data provision for practice development plans.
• Reviewing letters for quarantining and ensuring compliance with EMIS protocols.
• Maintaining filing in strict alphabetical order and ensuring records remain neat, tidy, and up to date.
• Participating in primary healthcare team meetings and adhering to practice policies on risk management, health and safety.
• Committing to ongoing training and professional development.

This position requires accuracy, confidentiality, and a proactive approach to supporting the smooth operation of patient record management within the practice.

Scanrelevant clinical information onto patient electronic records and send tocorrect group as per scanning pathway ensuring all patient identifiableinformation is checked before document is scanned.

Ensurefiling is kept up to date and filed in alphabetical order

Toscan reports for any insurance reports as required and support the coding teamin the summarising process.

Reviewall letters and review those to be quarantined. Check quarantined batch against

EMIS records and action per protocol

To participate in primary healthcare team meetings

Toprovide data, as requested, for practice development plans and report

Tobe aware of practice policies on risk management / incident reporting andhealth and safety and operate appropriate procedures for minimising risk

Tobe aware of issues related to own development and be committed to participating in training and education

Ensureletters are scanned as per the pathway

Ensuretwo forms of patient identifiable information is used when scanning i.e. NHSnumber and date of birth

Retrieveand re-file records as required, ensuring that strict alphabetical order isadhered to

Ensurecorrespondence, reports, results etc, are entered / scanned onto the computerdatabase as per protocol and are filed in the correct record

Ensirecords are kept neat and tidy and in good repair with all the necessary information recorded correctly on the Lloyd George card if appropriate

Brownlowprides itself in being an exceptional employer. We have a dedicated staffwellbeing team and offer numerous staff benefits and incentives includingprotected study leave with financial allowance. You will receive a 6-monthmentorship/induction package.

Brownlow isan organisation that is committed to equality and diversity, and we strive forour workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, weactively encourage individuals who self-identify as having protectedcharacteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+community;

members of black, minority ethnic, and minority faith groups; andfrom those who are disabled and / or neurodiverse. We are mindful that we maynot always be aware of structural and systemic factors, which might discourageor prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please letus know so that we can work to overcome and dismantle these.

Extended access will form part of your contracted hours.

If you are successful at interview and are registered with any of the Brownlow , you are required tochange practices and this will be a stipulate of employment.

In addition to the previous tasks outlined

Practice Development and Clinical Governance

To participate inprimary healthcare team meetings

To provide data, as requested, for practice development plans and report

To be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk

To be aware of issues related to own development and be committed to participating in training and education

Scanning:

Ensure letters arescanned as per the pathway

Ensure two forms ofpatient identifiable information is used when scanning i.e NHS number and dateof birth

Management of Medical Records:

Retrieve and re-filerecords as required, ensuring that strict alphabetical order is adhered to

Ensure correspondence,reports, results etc, are entered / scanned onto the computer database as perprotocol and are filed in the correct record

Ensure records are keptneat and tidy and in good repair with all the necessary…