Data Scanning Administrator
| Posting date: | 26 November 2025 |
|---|---|
| Salary: | £13.23 per hour |
| Additional salary information: | £13.23 an hour |
| Hours: | Full time |
| Closing date: | 10 December 2025 |
| Location: | Beccles, NR34 9NX |
| Company: | NHS Jobs |
| Job type: | Contract |
| Job reference: | A0060-25-0007 |
Summary
The post holder is responsible for contributing to the responsibilities of the QI department under the direction of the Team Leader - Data Scanning. This department is a back office influence and is integral to the smooth running of the patient's administrative journey. The department ensures that data is up to date and relevant; supporting projects that can affect financial and business decisions. Data Scanning Administrator provides admin support to the coding team and ensure all admin duties are undertaken effectively.Scan relevant clinical information onto patient medical records ensuring all patient identifiable information is checked before document is scanned.. Once scanned on, to read all the information, and code all procedures, operations, new diagnoses, and all relevant medical information. These then either get completed on the medical records, sent to a clinician, or to the relevant department, depending on what needs processing as per scanning pathway.. Safeguarding duties Respond to telephone enquiries from internal and external partners promptly and professionally. Coordinate administrative tasks for the Safeguarding Team, including scheduling meetings, managing correspondence, and organizing documentation. Input data accurately for audit and Care Quality Commission (CQC) purposes, maintaining meticulous medical records to uphold regulatory compliance. Add pertinent information to patient medical records to support staff in maintaining patient safety protocols. Support the preparation of Child Protection Reports, ensuring accuracy and timeliness in forwarding relevant information to appropriate parties. Liaise effectively with external agencies to facilitate the sharing of information in accordance with confidentiality and data protection guidelines. Arrange collaborative meetings with internal and external partners, coordinating schedules and logistics as needed. Monitor and distribute tasks from the soft concerns pool and safeguarding pools, ensuring timely resolution and appropriate allocation of resources. Process and record scanned documents and emails from internal and external departments, maintaining organized electronic filing systems. Summarize medical records of new patients under 18 years old, enabling quick identification and assessment of any safeguarding concerns. Scanning Duties Assist the scanning team with read coding as necessary, supporting document processing and note summarizing tasks to enhance workflow efficiency. Scan relevant clinical information onto patient electronic records and send to correct group as per scanning pathway ensuring all patient identifiable information is checked, and all relevant information has been meticulously read coded and all relevant QOF indicators have been input before document is completed or forward to relevant department. Ensure filing is kept up to date and filed in alphabetical order. Upload any documents or text to the patients record (where possible) and forward any queries to the relevant department i.e. GP, insurance, prescribing team, pharmacy via a task. To check the NHS system and emails throughout the day and action appropriately directing to the correct recipient. Follow protocols for NHS for safeguarding, Coroners letters, suspicious character alerts and continuance of specialised list. Work as part of the coding team to deliver on tasks. 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 participate in training and education Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to Ensure correspondence, reports, results etc, are entered / scanned onto the computer database as per protocol and are filed in the correct record To register all new patients correctly and within a timescale To summarise all Lloyd George notes when received, ensuring all relevant medical information is recorded on the correct patients records To sensitively deal with any patients that have passed away, and ensure that all procedures are dealt with appropriately and with empathy. Ensure total familiarity with the database system including the ability to scan documents correctly Comply with all systems for data security and protection Participate in the receipt of documents, assigning work to the correct work streams, analysing for discrepancies or issues that may then require direct contact with the customer/supplier, ensuring deadlines are met for payment schedules or other processes. Prepare documents to an adequate standard for scanning, making all relevant checks and taking appropriate corrective action where discrepancies are found. Prepare documents to the necessary standards and complete all necessary documentation for return to customer/stakeholders. Ensure appropriate methods are used, with all policies and procedures associated adhered to Working on relevant computer system applications, accurately inputting, updating, and amending information, including where appropriate customer details, according to set procedures to ensure that the enquiries are handled appropriately and actioned fully. Ability to show genuine empathy, patience and resilience when communicating with our customers to deliver exceptional customer service and come to an agreed resolution. Working to agreed performance and accuracy targets and standards, complying with all regulatory requirements such as Data Protection, Manages own workload and operates all services in line with Service Level Agreements, internal agreements and policies, technical instructions, and procedures and within agreed time scales. Where required, may be requested to train, coach and mentor new or established staff to the duties of the role. Where required, process quality standard sampling checks and provide feedback to managers and colleagues. Demonstrate an appreciation of Quality by complying with all Quality Systems, identifying, and recommending opportunities to improve working practices. Responsible for the security of documents, information and equipment under their control and undertakes all duties in line with GDPR regulations.