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Disclosure Administrative Officer
2 months ago
The Disclosure Team is responsible for providing copies of health records and other information held by the Trust to individuals, Police, Solicitors and other third parties who make requests under the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
The Disclosure Administrative Officer will assist in the processing of these requests and will prepare and scan all paper-based material which is then released to the requester.
The successful applicant will have a good standard of Education, particularly in English Language and Maths. Previous clerical and customer service experience and knowledge of Windows based systems (including Microsoft) is essential, together with the ability to work to tight deadlines and to multi-task.
Excellent communication skills, experience of managing own workload, and an understanding of confidentially is also required. Knowledge of the iPM system, health records and previous experience working in a similar role would be advantageous.
**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**
- To ensure the careful preparation of Health Records and other paper-based material for scanning.
- To scan and save all relevant information for requests.
- To provide the information for Disclosure in the form of an encrypted disc or to upload to the requester using the preferred method i.e. online portal.
- To process a share of 3000 requests under the Access to Health Records Act 1990 and General Data Protection Regulation 2018 for copies of patient’s health records per annum.
To ensure that requests from Solicitors and Insurance Companies for copies of patient’s health records in connection with third party claims are actioned in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018. This will include:
- Ensuring that requests for copies of patient’s health records are disclosed in accordance with the criteria laid down by the above Acts.
- Recording all such requests on the Disclosure Database.
- Locating, requesting and preparing health records for scanning.
- Initiating letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.(Permission to release).
- Liaising with Solicitors and Insurance Companies regarding timescales.
- Establishing that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
- Liaising closely with the Legal Officers and reporting any dubious requests for information.
- Ensuring that health records required in connection with Court proceedings are readily accessible and complete.
- To maintain computerised incoming and outgoing tracings on iPM.
- To assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files. Including A&E documents and other non-medical records as required.
- To locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.
- To undertake the careful preparation of paper-based health records material to ensure that it is in good order and is suitable for electronic scanning.
- To use the appropriate equipment safely when preparing the paper-based health records.
- To scan paper-based health records material using scanning software ensuring that care is taken when feeding paper through the scanner and that scanning equipment is used only in accordance with the manufactures instructions.
- To ensure that any errors or information that requires further redaction as part of the checking process is undertaken accordingly.
- Once the health record has been successfully scanned ensure that the contents are filed correctly and the health record is returned to its condition prior to scanning.
- To transfer the requested information onto a disc or to upload to the requester using the preferred method i.e. online portal. To ensure all discs are encrypted and password protected prior to returning the information back to the case handler within the Disclosure Team.
- To update the Disclosure Database as appropriate upon completion of scanning.
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