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Request for Information

3 months ago

Kettering, Northamptonshire, United Kingdom Kettering General Hospital NHS Foundation Trust Full time

You may already have experience and knowledge of Subject Access Requests (SAR) and/or Freedom for Information (FOI) requests or Medical Records in a health care setting, although this is not essential as training will be provided by a very experience team.


We are looking to find a motivated quick learner who wants to be part of team of administrators across the RFI workstream for both Northampton and Kettering General Hospitals.


Regular supervision and training will be provided and you will be encouraged to undertake any training relevant to your professional and personal development.


To provide the day-to-day provision for the RFI Office, dealing with SARs and FOI Requests for both Northampton and Kettering General Hospitals.


This role requires the use of multiple computer systems in order to locate, download, scan and collate information to be provided back to the requestor.

You will be required to use the necessary Group systems in order to locate patient records and information from the records in order to process requests from patients or their relatives, solicitors, Police, the GMC, GDC, veteran agency, DWP and other government bodies, the coroner, complaints ombudsman via complaints, and more.

You will also provide Freedom of Information (FOI) Requests made by the public, working with internal teams across the Group to locate information and respond in accordance with the Act.

The DSP Team is a groupwide service for both Kettering General Hospital and Northampton General Hospital.

The team provides a comprehensive service to

  • Coordination of responses for Freedom of Information (FOI) requests.
  • Provision of patient and staff records in line with the right of access (Subject access requests).
  • Delivery of mandatory and refresher data security and protection training, and bespoke training sessions upon request.
  • Supporting the completion of Data Protection Impact Assessments.
  • Supporting the investigation of data security and protection incidents, including Serious Incidents.
  • Submission of the Data Security and Protection Toolkit for each Trust.
  • Development and publication of relevant policies and guidance.
We are a busy, productive and knowledgeable team who have a great sense of teamwork.

We look to be forward thinking and transformational in finding the best ways to deliver an efficient and effective DSP service to both Trusts.

Overall responsibilities

  • To learn and have a working knowledge of all systems that hold medical records as well as the PAS and EDMS system.
  • To understand the paper records filing system in order to locate and chase paper records.
  • To understand the hospital lay out in order to find paper records from around the Trust and / or Group as appropriate.
  • To scan records in where necessary for urgent requests.
  • To supply all appropriate records as the request stipulates and in line with patient consent. Finding records whether paper or electronic on various systems.
  • Use Power PDF software to combine, redact and administer records appropriately
  • Use AMS software to send records by a secure means to the authorised requester.
  • To manage FOI requests following the FOI end to end process in logging, receipting, checking, processing and drafting FOI responses
  • To be familiar with all types of requests coming into the office, checking all requests for authenticity, accuracy of information, the type of request and deadline.
  • To prioritise your workload in view of urgent requests that may come in, working collaboratively with your colleagues.
  • To discern difficult requests involving safeguarding matters and to seek advice on the redaction and disclosure of these as appropriate.
  • To prioritise and to react to urgent short notice requests from the police, courts, coroner or other healthcare providers with support from your team and the access team leader as necessary.
  • To pass on requests to litigation and radiology as appropriate.
  • To be able to work in an organised manner, working simultaneously on several requests.
  • To have an eye for detail, to check for completeness and correct details on all documents for relevant information, errors and misfiles.
  • To understand what to redact in terms of thirdparty information and to remove it conscientiously, taking advise from RFI Officer as appropriate.
  • To be constantly aware of statutory deadlines and work to those deadlines diligently, supplying information in a timely manner.
  • To respond to delays in the process and work to resolve issues making the RFI Officer aware of problems when they arise.
  • To employ strong communication skills with patients and relatives, being able to undertake complicated conversations in relation to access to health records, employing patience and understanding where there may be a language barrier, impairment, illness, bereavement, frustration or emotional distress.
  • To communicate effectively with Trust and / or Group colleagues and outside agencies in a professional, kindly ma