Job summary
A Health Records Scanning Co-ordinator plays a vital role in ensuring paper-based patient information is accurately prepared, quality-checked, and digitised for use in the Trust's electronic record system. Working within the Health Records service, they check clinical notes for completeness, prepare day-forward folders, carry out detailed data-quality checks, and ensure documents are correctly indexed for scanning. The role requires coordinating daily workloads, supporting Clinic Clerks and administrative teams, maintaining effective communication with clinical areas, and providing high-quality customer service when handling enquiries or issues. Scanning Co-ordinators also assist with incident reporting, uphold Trust values, and ensure consistent, safe management of sensitive patient information across multiple sites.
Main duties of the job
A Health Records Scanning Co-ordinator is responsible for preparing paper-based patient records for digitisation by checking notes for completeness, compiling day-forward folders, and ensuring all documents are suitable for scanning. They carry out detailed data-quality checks, correctly index scanned material, and maintain destruction logs to ensure information governance standards are met.
The role also involves supporting Clinic Clerks and administrative teams, prioritising and coordinating daily workloads, providing cover during staff absences, handling enquiries and complaints with a high level of customer service, completing Datix reports when required, and maintaining effective communication with nursing staff, ward clerks, medical secretaries, and other clinical areas across multiple sites.
About us
London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.
Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.
We run major acute services at:
o Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
o St Mark's Hospital: an internationally renowned specialist centre for bowel disease
o Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
o Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.
We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.
Details
Date posted
18 February 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£29,651 to £31,312 a year Per Annum Including High Cost Area Supplement
Contract
Permanent
Working pattern
Full-time
Reference number
337-NP-9427LD
Job locations
Northwick
Watford Rd, Harrow HA1 3UJ
HA1 3UJ
Job description
Job responsibilities
To view the main responsibility, please see the attached the Job Description and Person Specification.
Job description
Job responsibilities
To view the main responsibility, please see the attached the Job Description and Person Specification.
Person Specification
Health Records
Essential
* Experience preparing and organising paper-based health records,
* Ability to perform accurate data-quality checks
* Knowledge of electronic scanning workflows
* Strong communication skills
Desirable
* Understanding of BS10008 standards
* Experience supporting or working within a scanning bureau
* Familiarity with MediViewer
* Experience assisting with direct upload processes
BS10008
Essential
* Ability to Follow BS10008-Compliant Scanning Processes
Desirable
* Knowledge of Audit & Compliance Responsibilities
Interview
Essential
* Understanding of LNWUH Heart Values
Desirable
* Strong awareness of information governance and confidentiality principles
* Experience working in fast-paced clinical administrative environments
Person Specification
Health Records
Essential
* Experience preparing and organising paper-based health records,
* Ability to perform accurate data-quality checks
* Knowledge of electronic scanning workflows
* Strong communication skills
Desirable
* Understanding of BS10008 standards
* Experience supporting or working within a scanning bureau
* Familiarity with MediViewer
* Experience assisting with direct upload processes
BS10008
Essential
* Ability to Follow BS10008-Compliant Scanning Processes
Desirable
* Knowledge of Audit & Compliance Responsibilities
Interview
Essential
* Understanding of LNWUH Heart Values
Desirable
* Strong awareness of information governance and confidentiality principles
* Experience working in fast-paced clinical administrative environments
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details
Employer name
London North West University Healthcare NHS Trust
Address
Northwick
Watford Rd, Harrow HA1 3UJ
HA1 3UJ
Employer's website
(Opens in a new tab)
Employer details
Employer name
London North West University Healthcare NHS Trust
Address
Northwick
Watford Rd, Harrow HA1 3UJ
HA1 3UJ
Employer's website
(Opens in a new tab)