Patient Record Scanner

CM17 9JX, Hastingwood
11 Nov 2017
10 Jan 2018
Contract Type
Help us to transfer our paper based, patient records onto our electronic database, releasing valuable storage space we can use for something much more beneficial to patient care.

The difference you will make:

St Clare Hospice supports over 1500 patients every year, and until very recently all our medical records were paper based.

We need to keep copies of all these records for several years in case people have retrospective legal queries about their treatment. As a result we have a large amount of storage space currently taken up by these records.

We do not have a lot of space at the hospice and with your help we could transfer these records onto our electronic database and use the current space taken up by storage, for something much more beneficial to patient care.

What you will be doing:

Retrieve a box of patient records which is ready for archiving from the In-Patient Unit Administrator.
Enter the information from the front of each record envelope (name, ID number etc) into the scanning programme on the PC.
Place the relevant paperwork into the scanning machine to scan
Ensure scan goes through smoothly and information appears in the correct location on the online evidential database.
Once scan is complete write ‘‘scanned’ on the envelope, add your initials, and put it back in the box
Once the whole box has been scanned return it to the IPU administrator to be stored until the records can be shredded.
The skills and personal qualities you will need

Basic literacy to read the information on the record envelopes, and enter it into the computer system
Basic I.T. skills to enter information onto the scanning programme
Attention to detail – it’s important that the information is entered with 100% accuracy
A small amount of problem solving skills will be needed if, for instance, paper gets jammed in the scanner, or an error message appears. Need to be able to calmly reach a solution, and / or ask for help where needed.
The process is repetitive so you need to be content completing reoccurring tasks.
The time you will be asked to commit:

The scanning machine that is linked to the scanning programme and online evidential database is in an office which is accessible Monday – Friday 9am – 5pm. So you could volunteer at any point and for any amount of time within that timeframe.

Ideally a regular commitment of time on a weekly / fortnightly / monthly basis would be appreciated so that you can become comfortable with the process and how our scanning programme and online evidential database work.

However if you can’t commit to a regular time but could help out when available we would still be interested in your support.

The support you will be given:

You will be supervised in your role by the I.T. Manager, and you will also work closely with the In-Patient Unit Administrator.
The benefits you can expect:

Spend your time doing something that is benefiting a local charity
Day to day support from a designated member of staff
Gain new experiences

Where you will be based:

St Clare Hospice, Hastingwood Road, Hastingwood near Harlow, Essex, CM17 9JX.

How to apply:

Click on 'Apply' to contact via email or call the Voluntary Services Manager on 01279 773722.

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