To process all applications for access to medical records in line with the Data Protection Act 2008, the Access to Health Records Act 1990 and the General Data Protection Regulation (UK GDPR).
To support:
1. Telephone and email liaison with internal and external contacts to the department who are making enquiries regarding obtaining medical information.
2. Liaising with all grades of staff internally and externally, other hospitals, patients/relatives, police, local authority, and solicitors.
3. Have a basic understanding of the General Data Protection Regulation and Access to Health Records Act 1990 in terms of the safe legal handling of access to records requests.
4. To have sound knowledge of Trust’s Medical Records Department and retrieve medical records and x-rays for access.
5. Support the verification and processing of requests received and respond back to public enquiries via telephone, email, or post.
6. Undertake data entry of information onto relevant Trust databases and compile and send out letters.
7. To undertake accurate photocopying/scanning and/or extraction of computerized records where appropriate to support SAR applications.
8. Support the review of requests prior to sending to the requestor to ensure they meet statutory standards.
9. Sorting and distributing mail.
10. To support the department and Trust's digital transformation.
11. Support colleagues wherever necessary in demonstrating own activities to new or less experienced employees.
12. Any other duties in the Subject Access team as required.
KEY SKILLS:
To have good organisational and interpersonal skills, to be able to communicate verbally and in writing, numeracy and literacy. To have an eye for detail and to maintain a high level of accuracy, have good telephone skills, be able to work under pressure, and to prioritize workload and meet tight deadlines. To have good computer skills in terms of word processing, emails, system use, and scanning/photocopying.
Communication & Relationship Skills:
The postholder is expected to converse with patients, solicitors, and a wide range of disciplines of staff providing and/or receiving information concerning records and/or information. The postholder will be expected to demonstrate detailed knowledge and understanding of the Trust’s policies and application of these policies in all dealings with patients, visitors, enquirers, and Trust personnel.
Analytical & Judgement Skills:
The postholder is expected to review available sources of information and establish if this information will satisfy Subject Access Requests and also aid with locating notes booked into the Trust. Such research will include interrogation of the Trust’s computer systems; however, where information is unavailable, out of date, or conflicts with available information, the postholder is expected to reassess and exercise judgment as to alternative sources of information or verification that could be researched.
Planning & Organisational Tasks:
The postholder is required to organise planned daily workload in order of priority and reorganise planned activities in light of unplanned events, e.g., upon receipt of urgent requests for copies of records, e.g., police requests, court orders, litigation. The postholder is expected to understand the impact of readjusting planned daily tasks upon service standards and also exercise own judgment when planning and prioritising multiple tasks.
Patient / Client Tasks:
The postholder is required to receive and provide clinical information directly to patients and clients in accordance with the GDPR and Trust policies.
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