Digital Health Records Scanning Co-ordinator

Job description

We are proud to provide 'Outstanding' care and be a great place to work.

East Sussex Healthcare NHS Trust provides safe, compassionate and high quality hospital and community care to the half a million people living in East Sussex and those who visit our local area.

We are one of the largest organisations in East Sussex with an annual income of £700 million and we are the only integrated provider of acute and community care in Sussex.

Our extensive health services are provided by over 8,000+ dedicated members of staff working from two acute hospitals in Hastings and Eastbourne, three community hospitals in Bexhill, Rye and Uckfield, over 100 community sites across East Sussex, and in people's own homes.

The Care Quality Commission (CQC) rated us as 'Good' overall, and 'Outstanding' for being Caring and Effective. The Conquest Hospital in Hastings and our Community Services were rated 'Outstanding' and Eastbourne DGH was rated 'Good' Our two acute hospitals have Emergency Departments and provide 24 hour a day care, offering a comprehensive range of surgical, medical, outpatient and maternity services, supported by a full range of diagnostic and therapy services.

Job overview

We are seeking a Digital Health Records Scanning Coordinator who is detail-oriented, digitally proficient, and passionate about working for the NHS, to join our dynamic team and play a vital role in the digitisation of patient records.

In this role, you will be responsible for preparing, scanning, indexing, and quality-checking patient documents to ensure accurate and secure digital storage. This essential function ensures complete and precise patient information is available at the point of care.

Main duties of the job

• Prepare physical health records for scanning, including sorting, removing staples, and categorising documents.
• Operate desk top scanners and associated software to digitise patient records.
• Accurately index scanned documents into the Electronic Document Management System (EDMS).
• Perform quality assurance checks to ensure completeness, clarity, and accuracy of scanned records.
• Handle confidential patient information in accordance with GDPR and data protection policies.
• Collaborate with clinical and administrative teams to resolve discrepancies or missing information.
• Maintain scanning equipment and report technical issues promptly.

A good working knowledge of Digital Systems is desirable, but a flexible approach set against a fast moving environment is essential. We are looking for a well organised and motivated person, with a can-do attitude and a keen eye for detail to maintain a high quality digital patient record.

Potential applicants should ensure they evidence the skills listed above in their application.

Working for our organisation

A wide range of staff benefits are available to our staff including staff development, enrolment in the NHS pension scheme, auto-enrolment to our Temporary Workforce Service, access to onsite nurseries. staff restaurants and accommodation.

In addition to an internal Occupational Health department, all staff also have access to free psychological support through our confidential Employee Assistance Programme. Onsite parking is available from only £50 a year.

There has never been a better time to join East Sussex Healthcare NHS Trust, submit your application today.

Statement on the Use of AI

We value the individuality that each candidate brings to the application process. While we understand that AI tools are widely available, we strongly discourage applicants from using AI-generated content when applying for jobs with us. We believe that your application should reflect your true skills, experiences, and motivations, which are best conveyed through your own words and unique perspective.

Using AI for your application may not accurately represent your knowledge, skills, and experience and may result in a disconnect between your qualifications and our assessment of your application.

We encourage applicants to take the time to thoughtfully complete their applications; by doing so, you allow us to better understand your true potential and ensure a fair and transparent evaluation of your application. Over reliance on AI-generated content may diminish your chance of success.

Detailed job description and main responsibilities

Please refer to the job description attached.

If you have any questions about this position please do not hesitate to contact us.

Person specification

Qualifications

Essential criteria

• Good standard of education to include GCSE or equivalent in English and Maths
• NVQ 3 in Business Administration or equivalent level of knowledge and experience
• Experience working within a Health Records or similar setting

Desirable criteria

• IT qualification or Experience using multiple different IT software packages.

Experience

Essential criteria

• Evidence of substantial clerical experience, especially in relation to filing systems
• Experience and understanding of a Patient Administration System (PAS)
• Experience of an electronic Health Records tracking system
• Experience of an Electronic Document Management (EDM) System
• Previous experience of an Electronic Document Scanning Software

Skills

Essential criteria

• Good keyboard and IT skills including knowledge of Microsoft Office - Word, Excel and Outlook
• Able to work to deadlines
• Knowledge of filing systems
• Excellent written and verbal communication skills
• Ability to work on own initiative and as part of a team
• Able to work in a pressurised environment
• Effective time management skills
• Ability to accept and manage change

Desirable criteria

• Knowledge of NHS IT systems

Patients come first at East Sussex Healthcare NHS Trust.

Our vision is to be:

• The healthcare provider of first choice for the people of East Sussex.

Our mission is to:

• Deliver better health outcomes and an excellent experience for everyone we provide with healthcare services.

Our strategic objectives are to:

• Improve quality and clinical outcomes by ensuring that safe patient care is our highest priority.
• Play a leading role in local partnerships to meet the needs of our local population and improve and enhance patients' experiences.
• Use our resources efficiently and effectively for the benefit of our patients and their care to ensure our services are clinically, operationally and financially sustainable.

Our aims are that all services delivered by the Trust are:

• Safe
• Effective
• Caring
• Responsive and
• Well led

Employer certification / accreditation badges