Document Scanning Clerk | University Hospitals NHS Foundation Trust

An exciting opportunity has arisen to recruit a full time Document Scanning Clerk to join the team in Patient Services & HIM Department.

You will be responsible for collecting and scanning the paper documents generated on the wards and clinical areas; provide cover to upload digital documents into the Trust EPR; carry out administrative duties and cover reception services in Medical Records for Central scanning.

Duties in accordance with the Trust retention and destruction policy.

The daily collection of paper documents from wards and clinical areas.

Prepare and scan patient information accurately and in accordance with the agreed time scales into the electronic document management system (EDMS) and the electronic patient records (EPR).

Carry out daily quality checks in accordance to Local Procedures.

Process the generic document scanning email requests. Ensure documents are uploaded to the correct patients and in a timely manner prioritising the most urgent requests.

Carry out demographic amendments in the EPR (Epic) using a NHS smartcard to ensure all patient demographic details are synchronised to the national Patient Demographics Service.

To provide reception duties as required and be able to deal with queries from members of the public and Trust staff via telephone or in person.

The ability to work under pressure and independently to complete daily deadlines.

Weeding of noncurrent paper case notes for archiving from the two libraries and prepare for scanning.

Be accountable for ensuring and monitoring work produced is of the quality and quantity required ensuring expected Trust and department standards and deadlines are met.

You will be required to work weekend shifts on a rota basis.

Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here.

CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.

CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.

Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.

As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.

Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:

• applied for a Graduate visa
• or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment
• or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment

This vacancy will close at midnight on the 19th January 2026.

Interviews are due to be held on the 27th January 2026.