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Access to Health Records Administrator
3 months ago
Responsible within a team for helping to ensure that all SAR's are dealt with in an efficient and timely manner within the statutory timescales.
- To work with Access to Health Records Officers (AHRO) to assist in the processing of all SAR's
- Contribute to the use and maintenance of databases/spreadsheets for logging of all SAR's, ensuring accurate recording and clear and accessible audit trail of receipt and progress of requests.
- Work with the AHRO's and using standard operating procedures (SOP's), assist in processing all requests, and associated documentation
- Assist the AHRO's with checking personal data for third party information.
- Ensure that misfiled records are identified, removed and sent to Health Records
- Ensure disclosure is made by protected electronic file transfer, secure post or other agreed method
- Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK.
We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Responsible within a team for helping to ensure that all SAR's are dealt with in an efficient and timely manner within the statutory timescales.
- To work with Access to Health Records Officers (AHRO) to assist in the processing of all SAR's
- Contribute to the use and maintenance of databases/spreadsheets for logging of all SAR's, ensuring accurate recording and clear and accessible audit trail of receipt and progress of requests.
- Work with the AHRO's and using standard operating procedures (SOP's), assist in processing all requests, and associated documentation
- Assist the AHRO's with checking personal data for third party information.
- Ensure that misfiled records are identified, removed and sent to Health Records
- Ensure disclosure is made by protected electronic file transfer, secure post or other agreed method
- Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies
- Work with AHRO's to arrange for requestors to inspect records rather than obtain copies
- Assist with collecting the mail from the post room, and packing sets of notes for transport
- Liaise with the legal team where requests are received as part of a clinical negligence claim
- Work with the AHRO's to enable production of statistics and reports at request of line manager, for compliance purposes
- Ensure all telephone enquiries are dealt with in an efficient and confidential manner
- Ensure all paper records are processed and tracked in accordance with Trust policies
- To keep up to date with developments and service changes in relation to health records management, data protection requirements
- To actively promote best practice within the service, and report any concerns to line manager
- To contribute to and support service planning and developments under the direction of AHRO's.
GENERAL ADMINISTRATIVE DUTIES
- Assist with the maintenance of office equipment
- Assist with ordering of stationery supplies
- Assist with support of any junior colleagues, Bank and volunteer staff
- Assist with any other administrative duties to ensure the smooth running of the department
COMMUNICATIONS AND WORKING RELATIONSHIPS
- Maintain daily contact with team colleagues to identify priorities and meet targets and deadlines.
- Regularly liaise with AHRO's to highlight outstanding issues, potential areas of concern and problematic requests.
- To have regular contact with other Trust administrative staff, clinical colleagues of all grades, the PALS team, and other Trusts
MENTAL AND EMOTIONAL EFFORT
- Potential access to sensitive information and photographs
MOST CHALLENING PART OF THE JOB
- Volume of work and prioritising short notice requests
PHYSICAL EFFORT AND WORKING ENVIRONMENT
- Concentration required to complete tasks accurately in an environment with frequent interruptions
- Use of a Visual Display Unit (VDU) on a daily basis and will be sitting at a desk for the majority of the day.
